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University Contract Records Office

Record Retention

The Secretary of the Board of Trustees is responsible for maintaining the central repository for University Contracts. The Secretary has delegated central repository responsibilities for these contracts to the University Contract Records Office (UCRO), except for legal settlements, real estate sales and acquisitions, and certain employment agreements which are filed directly with the Secretary's office.

Illinois Contract System (iCS)

The Illinois Contract System (iCS) is the University of Illinois System's electronic contract management system, and the official repository for contract documents held on behalf of the Board of Trustees. Units using iCS are able to develop and route their contracts electronically, instead of in paper form. For more information regarding iCS, including job aids, training opportunities, troubleshooting, FAQs, who to ask for help and more, consult the Illinois Contract System (iCS) Resource Page.

Ethics and Confidentiality

All University of Illinois System employees must follow ethical practice and maintain confidentiality when dealing with contracts. Units using iCS will have access to electronic copies of system contracts and other contract information that historically has not been available. Please keep in mind, this access does not grant anyone within the unit the authority to email or distribute contract documents or information contained within those documents.

Freedom of Information Act

If a user receives a request from an outside entity for information contained within a contract, it is important to understand that often the University of Illinois System may need to redact certain information prior to disclosure (i.e. intellectual property or any information causing competitive harm). In general, requests by third parties for contracts should be immediately forwarded to the Office for University Relations to be processed as a Freedom of Information Act (FOIA) request. The contact information for the Office for University Relations is as follows:

Thomas Hardy
University Relations
506 S. Wright Street
Urbana, IL 61801

Records and Information Management Services (RIMS)

Records and Information Management Services (RIMS) is the office that provides more information on records and information resources throughout the University of Illinois System, across all departments. The Business and Financial Records Retention Schedule contains information on contract retention.  For more information contact RIMS at

Last Updated: April 6, 2022

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