6.2 RECORD RETENTION AND DISPOSAL POLICY
[Rv. 8/29/19]
Purpose
The purpose of this policy is to ensure that necessary electronic and paper records are adequately protected and maintained and to ensure that records that are no longer needed or of no value are discarded or deleted at the appropriate time.
Administration
Each department head will periodically review this policy to determine any special circumstances that necessitate changes in the retention policy. Requests for changes in retention periods or deviations from specified retention periods should be made to the university’s General Counsel.
In the event of a governmental audit, investigation or pending litigation, record disposal, both paper and electronic records relevant to the audit, investigation or pending litigation, will be suspended.
Applicability
This policy applies to all records generated in the course of the university’s operation including both original documentation and reproductions. It also applies to records stored on computer and microform as well as paper records.
Disposition of Records
Supervisors shall be responsible for maintenance, storage and custody of paper records in their respective Departments for the applicable retention periods set forth in this policy. At the conclusion of the applicable retention period, supervisors shall arrange with the Office of Auxiliary Services for removal and destruction of paper records and with the Department of Technical Services for the deletion of electronic records.
Type of Records
- 1. PERSONNEL AND EMPLOYMENT RECORDS
- 2. PAYROLL RECORDS
- 3. STUDENT RECORDS
- 4. STATISTICAL DATA AND INSTITUTIONAL REPORTS
- 5. FINANCIAL AND TAX RECORDS
- 6. ANNUITY AND BENEFITS RECORDS
- 7. FACILITIES RECORDS
- 8. LITIGATION RECORDS
- 9. INSTITUTIONAL PUBLICATIONS
- 10. INSTITUTIONAL AND LEGAL RECORDS
- 11. ENVIRONMENTAL LAW COMPLIANCE RECORDS
- 12. GRANTS & CONTRACTS
- 13. MARKETING & ADVERTISING MATERIALS
- 14. DEVELOPMENT & FUND RAISING
Retention Periods
ACT = while active, employed or enrolled
PERM = permanent
ALDA = after last date of attendance
LIFE = life of affected employee
AYE = award year end (June 30)
1. Personnel and Employment Records
Application Process
| Job Announcements & Advertisements | 1 year |
| Applicants who are not Hired | |
| Resumes and Job Application Materials | 1 year |
| Letters of Recommendation | 1 year |
| Background Investigation Results | 1 year |
Applicants Who are Hired
| Resumes and Job Application Materials | ACT + 1 year |
| Letters of Recommendation | ACT + 1 year |
| Background Investigation Results | ACT + 1 year |
| Medical Examinations | ACT + 1 year |
Personnel Files
| Beneficiary Designation Form | ACT |
| Emergency Contacts | ACT |
| Promotion | ACT + 3 years |
| Emergency Contacts | ACT |
| FMLA Records | 3 years |
| Medical Records | ACT |
| I-9 Forms | ACT + 1 year |
| Employee Evaluations | ACT + 3 years |
| Disciplinary Warnings & Actions | ACT + 3 years |
| Attendance Records | ACT + 3 years |
| Transfers | ACT + 3 years |
| Personnel Actions | ACT + 3 years |
| Layoff or Termination | 3 years |
| Benefit Plan Documents (retirement, health, etc.) | 1 year after termination of plan |
Faculty Personnel Files
| Course Evaluations | ACT + 3 years |
| Peer Review Documents | ACT + 3 years |
General Files
| EEO-6 and IPEDS Reports | 3 years |
| Superseded Employee Manuals | 10 years |
| Superseded Job Descriptions | 10 years |
Employee Safety and Health Records
| Accident Reports | 6 years |
| Log of Illness and Injuries | 6 years |
| Employee Exposure to Toxic Substance Records | 30 years after exposure |
| Chemical Identification Lists | 30 years |
2. PAYROLL RECORDS
General Information
| Wage Rate Tables | 3 years |
| Cost of Living Tables | 1 year |
Individual Employee Files
| Wage or Salary History | 6 years |
| Salary or Current Rate of Pay | 6 years |
| Overtime Pay | 6 years |
| Payroll Deductions | 6 years |
| Time Cards or Sheets | 5 years |
| W-2 Form | 6 years |
| W-4 Form | 6 years |
| Garnishments | ACT |
3. STUDENT RECORDS
Applications and Admissions
Students Who Enter
| Completed Applications | 5 years ALDA |
| Readmission Forms | 5 years ALDA |
| Related Correspondence | 5 years ALDA |
| Entrance Examination Results | 5 years ALDA |
| Letters of Recommendation | Until Admitted |
Students Who Are Accepted but Do Not Enter
| Acceptance Letters | 3 years |
| Applications | 3 years |
| Correspondence | 3 years |
| Transcripts | 3 years |
Individual Student Records
| Grade Reports and Transcripts | PERM |
| Change of Grade Forms | PERM |
| Date of Graduation and Degree Received | PERM |
| Advanced Placement Records | 5 years ALDA |
| Class Schedules | 1 year ALDA |
| Registration Forms | 1 year |
| Pass/Fail Requests | 1 year |
| Drop/Add Requests | 1 year |
| Transfer Credit Evaluations | 5 years ALDA |
| Curriculum Change Authorizations | 5 years ALDA |
| Personal Data Information Forms | 1 year ALDA |
| FERPA Requests | Life of Requested Record |
| Student Consent to Release Records | PERM |
| Transcript Requests | 1 year |
| Name change Authorizations | 5 years ALDA |
| Tuition | 5 years ALDA |
| Fee Charges | 5 years ALDA |
| Medical Records (includes immunization records) | 5 years ALDA |
International Students
| Student I-20s | 5 years ALDA |
| Statement of Financial Responsibility | 5 years ALDA |
| Employment Authorization (work permit) if granted | 5 years ALDA |
| Passport Number | 5 years ALDA |
| Resident Life Records | 1 year |
| Student Activity Records | 1 year |
| Faculty Maintained Files | ACT |
| Disciplinary Records | |
| Dismissal or degree revocation | PERM |
| Academic Probation, Suspension | ACT |
| Student Conduct/Disciplinary Records | 7 years ALDA |
Financial Aid Records
| Application for Financial Aid (with attachments) | AYE + 4 years |
| Financial Aid Awards | AYE + 4 years |
| Financial Aid Transcripts | AYE + 4 years |
| Amount and Date of Each Loan or Grant | AYE + 4 years |
Federally Guaranteed Loans
| Name & Address of Lender | AYE + 4 years |
| Original Promissory Note | PERM |
| Sources & Amounts of Financial Assistance | AYE + 4 years |
| Repayment History | AYE + 4 years |
| Student’s Job Placement | AYE + 4 years |
| Federal Work Study Records | AYE + 4 years |
| Career Placement Records | 5 years |
Student Safety and Health Records
| Accident Reports | 6 years |
| Log of Illness and Injuries | 6 years |
| Student Exposure to Toxic Substance Records | 30 years after exposure |
| Chemical Identification Lists | 30 years |
4. STATISTICAL DATA AND INSTITUTIONAL REPORTS
| Applicant Statistics | 5 years |
| Enrollment Statistics | 10 years |
| Grade Statistics | 10 years |
| Racial/Ethnic Statistics | 3 years |
| Degree Statistics | 10 years |
| Self-Studies and Visit Documentation | PERM |
| Accreditation Reports | PERM |
| Program Level Accreditation Documents | PERM |
5. FINANCIAL AND TAX RECORDS
Accounts Receivable Records
| Accounts Receivable | 4 years |
| Ledgers | 4 years |
| Receipts | 4 years |
| Cash Journals and Receipts | 4 years |
| Collection Notices and Records | ACT |
| Records of Uncollected Accounts | 4 years |
Accounts Payable
| Purchase Requisitions and Work Orders | 4 years |
| Invoices and Accounts Payable Ledgers | 4 years |
| Payment or Disbursement Records | 4 years |
| Credit Card Charge Slips and Statements | 4 years |
| Expense Reports | 4 years |
| Petty Cash Records | 4 years |
| UI and Worker’s Comp Payment Records | 4 years |
Capital Property Records
Real Estate
| Acquisition Dates and Costs | ACT + 4 years |
| Titles | PERM |
| Deeds | PERM |
| Title Insurance | ACT + 4 years |
| Attorney Opinion Records | ACT + 4 years |
| Mortgages | ACT + 4 years |
| Depreciation Schedules | ACT + 4 years |
| Property Detail Records Including Improvements and Repairs | ACT + 4 years |
| Records of Sales | ACT + 4 years |
| Leases | ACT + 10 years |
| Appraisals | 10 years |
| Environmental Reports | PERM |
Equipment
| Equipment Inventory | ACT + 4 years |
| Acquisition Dates and Costs | ACT + 4 years |
| Description, Location and Use | ACT + 4 years |
| Identification/ Serial Number | ACT + 4 years |
| Grant (if any) | ACT + 4 years |
| Depreciation Schedules | ACT + 4 years |
| Records of Disposal Sales | ACT + 4 years |
| Sales | 4 years |
General Financial Reports
| Financial Statements | ACT + 4 years |
| Annual Reports | ACT + 4 years |
| Description of NEIT’s Accounting System | ACT |
| Auditor’s Reports | ACT + 4 years |
| General Ledgers | ACT + 4 years |
| Books of Account | ACT + 4 years |
| Balance Sheets | ACT + 4 years |
| Account Ledgers | ACT + 4 years |
Tax Returns and Reports
| Form 990 with attachments | 7 years |
| Form 990T with attachments | 7 years |
| Sales Tax Returns | 7 years |
| Excise Tax Returns | 7 years |
| Potential IRS Audit Documents | 3 years |
Budgets
| Final Budget | PERM |
| Monthly Budget Reports | 3 years |
Bonds
| Bond Closing Documents | 6 Years After Retirement of the Bond |
| Expenditure of Bond Proceeds | 6 Years After Retirement of the Bond |
| Sources of Payment or Security | 6 Years After Retirement of the Bond |
| Documents material to Bond Issue | 6 Years After Retirement of the Bond |
Insurance
| Insurance Policies | ACT + 10 years |
| Certificates of Insurance | ACT + 5 years |
6. ANNUITY AND BENEFITS RECORDS
Individual Employee Files
| Educational Benefit | LIFE |
| Sick Leave Benefits | LIFE |
| 403(b) Benefits Accrued | LIFE |
| Disability Records | LIFE |
General Files
Plan Documents
| 403(b) | Life of plan plus 4 years |
7. FACILITIES RECORDS
| Building Permits | ACT + 1 year |
| Building Plans and Specifications | PERM |
| Office Layouts | ACT |
| Zoning Permits | ACT |
| Operating Permits | ACT |
| Maintenance Records | ACT |
| Motor Vehicle Records | ACT |
8. LITIGATION RECORDS
In-House
| Litigation Files | ACT + 7 years |
Outside Counsel
| Claims | ACT |
| Court Documents and Records | ACT |
| Deposition Transcripts | ACT |
| Discovery Materials | ACT |
| Correspondence | ACT |
9. INSTITUTIONAL PUBLICATIONS
| Alumni Newsletters | 3 years |
| Alumni Directories | 3 years |
| Bulletins and Course Catalogs | 10 years |
| Student Newspapers | 3 years |
| Institutional Newspapers/Newsletters | 3 years |
| Student Directories | 5 years |
| Employee Directories | 5 years |
| College Press Publication List | 5 years |
10. INSTITUTIONAL AND LEGAL RECORDS
Corporate Records
| Charter | PERM |
| Articles of Incorporation | PERM |
| Amendments | PERM |
| Bylaws | PERM |
| Meeting Minutes | PERM |
| Campus Crime Reports | 4 years |
| Patent, Trademark & Service Mark Records | ACT + 6 years |
| Licenses | ACT + 10 years |
| Lobbying Registration | 2 years |
| Strategic Plan | PERM |
Federal Approvals
| Education Department Institutional Approval Notice | PERM |
| Eligibility and Certification Approval Reports (ECAR) | PERM |
| Program Participation Agreements | PERM |
| PPA Transmittal Letters | PERM |
11. ENVIRONMENTAL LAW COMPLIANCE RECORDS
| Emissions measurements | 4 years |
| Equipment Tests & Calibrations | 4 years |
| Hazardous Substance Records | 4 years |
| Hazardous Waste Disposal Manifests and Reports | 30 years |
| Material Safety Data Sheets | 30 years |
| Dates of Receipt | 4 years |
| Quantity Records | 4 years |
| Disposal Information | 4 years |
| Tainting Records | 4 years |
| Fire Drill Records | 3 years |
| Fire Extinguisher Test Records | 3 years |
| Fire Protection System Records | 3 years |
12. GRANTS & CONTRACTS
| Grants & Contracts Managed | ACT + 10 years |
| Disclosures of Conflicts of Interest | ACT + 3 years |
| Administrative Policies & Procedures | ACT + 3 years |
| Publication of Research Results | ACT + 3 years |
| Cost Proposal Information | ACT + 3 years |
| Construction Projects | |
| Building Drawings | PERM |
| Certificate of Occupancy | Life of Building |
| Construction Contracts | 10 years |
| Change Orders | 10 years |
| Licenses and Permits | Useful life of permit or license |
13. MARKETING & ADVERTISING MATERIALS
| Advertisements & Commercials | 3 years |
| Publications | 3 years |
| Promotional Literature | 3 years |
| Recruitment Literature | 3 years |
| Photo and Video Footage Release Forms | ACT + 10 years |
14. DEVELOPMENT & FUND RAISING
| Donation Records | PERM |
| Original Gift Letters | PERM |
| Scholarship Agreements | ACT + 10 years |
| Scholarship Recipient Lists | ACT + 10 years |