Forms and Documents
Quick List:
Confidentiality Agreement - Acceptance of Responsibility
Records Coordinator Appointment Form
Request for Records Destruction Approval
Records Transfer to University Archives (Approval)
Contents List - Box Inventory for Permanent Records
Box Label for Archiving
Records Transfer to Records Center (Approval)
Box Label for Records Center
Release to Photograph
Checklist for departing staff/faculty/adjunct/GRAs
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are available in PDF format. Adobe Acrobat
Forms with a Word icon 
have a Word 7 file available. Click the icon to open, save to personal desktop or fill out on screen and print.
Getting Started
- Confidentiality Agreement - Acceptance of Responsibility
Use this form to document employee agreement to handle sensitive ISU records confidentially and to specify the systems or areas an employee is approved to access (including approval for Faculty/Staff Tools online access. - Records Coordinator Appointment Form
Managers use this form to appoint a Records Coordinator.
Records Destruction
Departments must have approval of the Records Manager prior to destroying records.
- Request for Records Destruction Approval
This form should be filled out, signed by the appropriate manager, and routed to the Records Manager for approval prior to the destruction of any records. Note: Once an office has been inventoried, and its retention schedule established, some records will qualify for routine destruction.
Records Transfers
Permanent records may be transferred to University Archives. Temporary records (those that need to be held for more than one year prior to destruction) may be transferred to the Records Center.
For University Archives:
-
Records Transfer to University Archives (Approval)
Use this form to transfer records to permanent storage in University Archives. This form should be filled out, signed by the appropriate manager, and routed to the University Archivist, prior to delivery of boxes. - Contents List - Box Inventory for Permanent Records
This form lists the files/contents of boxes of permanent records being transferred to University Archives. It must be accompanied by a Records Transfer Approval form (see above). - Box Label for Archiving
Box Labels used in sending files to archive. Should contain all necessary information. Be certain a 'transfer approval' form has been filled out.
The University Archives is located in the Eli M. Oboler Library on main campus. It is accessed through the University Archivist.
For Records Center:
- Records Transfer to Records Center (Approval)
Use this when transferring temporary records to the Records Center. - Box Label for Records Center
Use this when transferring temporary records to the Records Center.
The Records Center is located in the Continuing Education Building and is accessed through the Records Manager.
Other Forms
- Release to Photograph
Use this form when an individual is being photographed for publication. This does not include photos of large events, such as football games, but can include group photos and classroom shots. Fill in your department /section name and then print. - Checklist for departing staff/faculty/adjunct/GRAs
Two similar forms, either of which should be used as a checklist regarding important information, documents, and other staff materials when terminating or separating a staff member. - Staff Termination or Separation Checklist-RIM
- Staff Termination or Separation Checklist
Last updated: November 1, 2006