Equal Opportunity Complaint Case Files Records Retention Schedule
NOTICE
The information contained on this schedule is the minimum State-required retention period for each specific category. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.
No record should be held for more than one (1) year beyond its listed mandatory minimum retention period. If further retention is needed and there is a documented business need, please contact RIMS for a variance. However, if your records are subject to a legal hold or pending legal action, you will need to follow the retention recommended by legal counsel. RIMS should be notified of any decisions to keep records past their minimum retention.
Upon completion of the retention period for equal opportunity complaint case file records they will either be deleted, destroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.
The categories of Equal Opportunity Complaint Case File records are:
Equal Opportunity Complaint Case Files
Equal Opportunity Complaint Case Files are files related to complaints of unlawful discrimination based on protected class. These records are generated either internally through an internal investigation, or externally through a reviewing body.
Examples of Equal Opportunity Complaint Case Files in this category include, but are not limited to: complaint descriptions, supporting documents or exhibits, records of phone calls, investigative findings, decisions, and reports.
Retain for 10 years after resolution of the complaint then obtain state approval to dispose, but only if all audits have been completed and no litigation is pending:
- Complaint case files for both internal and external complaint files.
Equal Opportunity Complaint Summary Reports
Equal Opportunity Complaint Summary Reports contain aggregations of data for the types of external and internal complaints received each year and are generated on an annual basis.
Retain for 10 years after date of generation then transfer to the University Archives:
- All documents in regards to summary of equal opportunity complaints (both internal and external) generated in a year.
Primary Audience
This schedule will specifically help staff from the following areas:
- UIC: Office for Access and Equity
- UIS: Office for Access and Equal Opportunity
- UIUC: Office of Diversity, Equity, and Access