Academic and Institutional Record Retention
Academic faculty records
Faculty grievance records
Department or entity: Academic Affairs
Format: Hard copy
Limiting criteria: None
Storage location: Academic Affairs cabinets and attic
Safe destruction date: 10 years after faculty member leaves the college
Contact:
Faculty human resource records and academic transcripts
Department or entity: Academic Affairs
Format: Hard copy
Limiting criteria: None
Storage location: Academic Affairs cabinets and attic
Safe destruction date: 10 years after faculty member leaves the college
Contact:
Academic budget records
Budget information
Department or entity: Academic Affairs
Format: Hard copy
Limiting criteria: None
Storage location: Academic Affairs cabinets and attic
Safe destruction date: Five years
Contact:
Academic schedule records
Master schedule
Department or entity: Registrar
Format: Hard copy
Limiting criteria: Pre-2006
Storage location: Founders vault
Applicable federal/state law, agency or organization best practice: AACRAO
Safe destruction date: Permanent
Contact:
Master schedule
Department or entity: Registrar
Format: Digital copy
Limiting criteria: 2006-present
Storage location: Colleague Software
Applicable federal/state law, agency or organization best practice: AACRAO
Safe destruction date: Permanent
Contact:
Instructors report to registrar
Department or entity: Registrar
Format: Hard copy
Limiting criteria: 1966-2006
Storage location: Founders vault
Applicable federal/state law, agency or organization best practice: AACRAO
Safe destruction date: 10 years after graduation
Contact:
College course catalogs
Department or entity: Registrar
Format: Hard copy
Limiting criteria: Through 2014
Storage location: Founders vault
Applicable federal/state law, agency or organization best practice: AACRAO
Safe destruction date: Permanent
Contact:
College course catalogs
Department or entity: Registrar
Format: Digital copy
Limiting criteria: 2008-2016
Storage location: Website archive
Applicable federal/state law, agency or organization best practice: AACRAO
Safe destruction date: Permanent
Contact:
Academic policy records
Documents (minutes and supporting materials)
Department or entity: Registrar
Format: Hard copy
Limiting criteria: 1992-present
Storage location: Office of the Registrar
Applicable federal/state law, agency or organization best practice: AACRAO
Safe destruction date: Permanent
Contact:
Institution financial aid records
Application portion of FISAP
Department or entity: Financial Aid
Format: Hard and digital copy
Limiting criteria: None
Storage location: Financial Aid
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Three years past the end of the award year in which the report was submitted
Contact:
FISAP supporting documents
Department or entity: Financial Aid
Format: Hard and digital copy
Limiting criteria: None
Storage location: Financial Aid
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Four years past the end of the award year in which the report was submitted
Contact:
Audit-Federal
Department or entity: Financial Aid
Format: Hard copy
Limiting criteria: None
Storage location: Financial Aid
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Three-five years unless specifically addressed in the FPRD that records must be maintained until the later of: Resolution of the loans, claims or expenditures questioned in the program review
Contact:
Audit-State
Department or entity: Financial Aid
Format: Hard copy
Limiting criteria: None
Storage location: Financial Aid
Applicable federal/state law, agency or organization best practice: State
Safe destruction date: Five years
Contact:
Audit-Institutional
Department or entity: Financial Aid
Format: Hard copy
Limiting criteria: None
Storage location: Financial Aid
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Five years
Contact:
Institutional data records
All survey data (FY surveys, Senior surveys, etc.)
Department or entity: Institutional Research and Assessment
Format: Digital copy
Limiting criteria: None
Storage location: IR website
Applicable federal/state law, agency or organization best practice: IPEDS
Safe destruction date: Permanent
Contact: