Orderly maintenance of college records requires specific records retention periods. Records management periods are outlined in the attached table.
The office holding the record is responsible for its retention or destruction per the table. Expired records that contain personal information (name, social security number, driver’s license number, credit/debit card number, financial account numbers, PIN, password) must be shredded.
Electronic records may be subject to the same retention standards as tangible records.
The table indicates minimum retention duration. A department may opt to retain documents for longer periods keeping in mind storage space availability and the historical and statistical value of the documents.
Approved:______________________________________________________________________
Monika Bissell, DBA
President
Records Retention
Type of Record | Location | Minimum Duration |
|---|---|---|
| Admissions Data for Applicants Who Enroll | Admissions/Registrar | 5 years from graduation or last date of attendance |
| Admissions Data for Non-Enrollees | Admissions | 1 year |
| Catalogs | Registrar | Permanent |
| Consent to Release Personal Identifiable Info | President or Records Room | 5 years |
| Corporate Records: Accreditation Records Articles of Incorporation Board of Trustees Minutes By-Laws Charter Endowment/Development Records | Records Room | Permanent |
| Credit by Examination | Records Room | Permanent |
| Cumulative GPA Lists Per Class/Major | Records Room | Permanent |
| Curriculum Plans | Registrar | Permanent |
| Degree, Copy of | Records Room | Permanent |
| Degree, Grade, Enrollment Stats | Records Room | Permanent |
| Disciplinary Records That Result in Suspension or Expulsion | Records Room | Permanent |
| Enrollment Verification | Registrar | 1 year |
| Entrance Exam Reports | Admissions/Registrar | 5 years |
| Fee Schedules | Bursar | Permanent |
| Financial Aid Records | Financial Aid | 5 years |
| Financial Records (accounts receivable, accounts payable, cash disbursement) | Bursar | 7 years |
| Grade Books - Faculty | Canvas | 5 years |
| Graduation Lists | Records Room | Permanent |
| Legal Records | Records Room | Permanent |
| Recommendation Letters for Enrolled Students | Faculty/Admin. | 5 years |
| Record Cards - Nursing | Registrar | Permanent |
| Transcripts - including those used to transfer credits (PLA documents) | Registrar/Records Room | Permanent |
| Transcripts - High School and Other Colleges (no transfer credits) | Registrar/Records Room | 5 years |
| Veterans Administration Certifications | Bursar | 7 years |