The management of University records from creation to destruction should be accomplished in a uniform manner that promotes compliance with laws, regulations, and judicial proceedings, promotes appropriate business objectives, and allows for the management, maintenance, and replacement of associated information systems technology in an efficient and cost-effective manner. Below are resources for management and retention of University records.

UAB Records Retention Policy

UAB Destruction of University Records Procedures

Disposing of University Records Recommended Checklist

Records Retention Schedule

PUBLIC (Administrative or Financial in Nature)

Examples of Employee Information

  • Name
  • Salary Gross pension
  • Value and nature of fringe benefits
  • Expense reimbursements
  • Job titles
  • Job description
  • Education and training
  • Previous work experience
  • First and last employment
  • Work location
  • Work phone number
  • Badge number
  • Honors and awards received

Student Directory Information

The UAB Student Records Policy defines the following as Directory Information:
(This information is Public, unless the student has requested non-disclosure, i.e., suppression.)

  • Name
  • Address (local and permanent)
  • Telephone number
  • University e-mail address (
  • ONE Card photo
  • Date and place of birth
  • Major field of study
  • Participation in officially recognized activities and sports
  • Dates of attendance
  • Degrees and awards received
  • Institution most recently previously attended

Other Examples

  • Financial data on public sponsored projects
  • Course offerings
  • Invoices and purchase orders
  • Budgets


  • Social Security number
  • Trade secrets or intellectual property such as researchactivities
  • Birth date
  • Home phone number
  • Home address
  • Health information
  • student grades
  • Location of assets
  • Passwords
  • Parking leases
  • Anonymous donors
  • Gender
  • Ethnicity
  • Citizenship
  • Citizen visa code
  • Veteran and disability status
  • Linking a person with the specific subject about that which the library user has requested information or materials
  • Non-directory Student Information may not be released, except under sertain prescribed conditions. Non-releasable information includes:
    • Grades
    • Courses taken
    • schedule
    • Test scores
    • Advising records
    • Aducational services receivefd
    • Disciplinary actions
    • Student ID


  • Legal investigations conducted by the University
  • Sealed bids