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Records Retention Schedule

Records Retention Schedule

KEY:
Permanent = permanent retention, probably in the Archives after 10 years
Active = retain only as long as frequent reference is made to the document
Current = retain only for the current year/period

Record Type Who is the official copy holder? How long do we retain the official copy? How long do others retain other copies?
Accounts Payable Ledgers/Backup Financial Services 7 years ——
Accounts Receivable Financial Services 10 years ——
Advising Files Any Office Graduation + 1 year ——-
Alumni Surveys Office of Origin Permanent Active
Annual Reports Office of Origin Permanent Current
Announcements Office of Origin Permanent Until Read
Applicant Files Human Resources Current ——
Artifacts Call Archives Call Archives Call Archives
Audit & Review Reports Financial Services Permanent Until Superceded
Bank Reconciliations Any Office 7 years ——
Bank Statements Any Office 7 years ——
Blueprints Facilities Management Permanent Current
Book & Textbook Orders Bookshop 7 years Current
Budget Preparation Any Department 3 years Current
Budget Reports – Annual Financial Services Permanent Current
Budget Requests Any Office 3 years Current
Capitalization Files (Costs, depreciation, plans, etc.) Financial Services/Facilities Management Permanent Current
Charitable Trust Tax Documents Financial Services Permanent Current
Circulars Office of Origin Permanent Until Read
Class Lists Registrar Permanent Current
Construction Documentation Facilities Management Permanent Active
Contracts Office of Origin/Financial Services Permanent Active
Contracts-Employee Human Resources/Financial Services Permanent Active
Departmental Reviews Dean of the College Permanent Until Superceded
Financial Aid Financial Aid 7 years ——
Financial Statements (end of yr) Financial Services 5 copies-5 years;
2 copies-Permanent
Current
Floor Plans Facilities Management Permanent Current
Flyers Office of Origin & Student Life Permanent Until Obsolete
General Ledgers Financial Services 5 copies – 5 years;
2 copies-Permanent
Current
Grade Books Any Department 7 years ——
Grant Proposals – rejected Office of the Dean/Development Permanent-summary of materials, 3 years-detail Discretion
Grants – funded, Project File Office of Dean/Development Permanent Discretion
Grants – funded, Financial Reports Financial Services Permanent 3 years after conclusion of grant
Instructional Materials Any Department/Faculty Until Obsolete ——
Insurance Records & Policies Facilities Permanent Current
Inventories Any Office 7 years Current
Investments (Annual Reports) Financial Services Permanent Until Superceded
Job Announcements Human Resources 3 years Until Read
Mass Mailings Office of Origin Permanent Until Read
Memorabilia Call Archives Call archives Call Archives
Minutes-ad hoc committees Committee Chair Permanent Active
Minutes-departmental Department Head Permanent Active
Minutes-faculty Secretary Permanent Active
Minutes-standing committees President’s Office Permanent Active
Minutes – standing subcommittees President’s Office Permanent Active
Minutes-office Unit Head Permanent Active
Minutes-outside organizations Any Office 3 years Until read
Minutes-task forces Task Force Chair Permanent Active
News Releases Public Affairs Permanent Until Read
Newsletters Office of Origin Permanent Until Read
Non-resident Alien Tax Records Financial Services 4 years after payee leaves Luther Active
Notes Receivable Ledgers, Schedules Financial Services 7 years ——
Payroll Reports – Student Payroll Register, Student Payroll Distribution, Student Time Cards, Employee Payroll Register, Employee Payroll Distribution, Employee Timecards Financial Services 4 years Current
Payroll Reports – Student and Employee Payroll Check Register, TIAA-Retirement, Distribution & Flex Financial Services 7 years Current
Payroll Tax Records -Forms 941, 1042, 1042S,W-2, W-3, W-4, IA Unemployment Financial Services 7 years Current
Perkins Loan Files Student Accounts 10 years after paid in full, Permanent for loans assigned to the Department of Education ——
Personnel Files-Faculty (Contracts, Reviews, Retirement, Pension) Office of the Dean Permanent Termination
Personnel Files-Staff (Contracts, Reviews, Retirement, Pension) Human Resources 10 years after separation Termination
Personnel Records (Current accident rpts, claims, workman’s comp) Human Resources Permanent Active
Petty Cash Vouchers Any Office 7 years ——
Policies and Procedures College Cabinet permanent #8212;—
Posters Office of Origin & Student Life Permanent Until Obsolete
Programs-LC performances Office of Origin Permanent Until Obsolete
Publications-LC Office of Origin Permanent Active
Publications-outside Any Office Active Active
Publicity Office of Origin & Student Life Permanent Until Obsolete
Purchase Orders Financial Services 7 years 3 years
Receipts Financial Services 7 years 3 years
Remodeling Documentation Facilities Management Permanent Active
Sales and Use Tax Financial Services 7 years Current
Student Academic Records Registrar Permanent Until Obsolete
Student Earning Records Financial Aid 7 years Until Obsolete
Student Organization Reports Student Life Permanent Active
Student Petitions Student Life Permanent Active
Student Surveys-detail Office of Origin 3 years ——
Student Surveys-Summaries Office of Origin Permanent Active
Student Teaching Evaluations Career Center/Education Permanent ——
Study Abroad Applications Center for Global Learning 5 Years ——
Syllabi Dean of the College Permanent ——
Tax Returns & Prep Docs -Forms 990, 990T, 8282,8823, TD F 90-22.1, IA 1120 Financial Services Permanent Current
Tax Returns – Forms 1096,1098E, 1098T, 1099MISC, 1099R Financial Services 7 years Current
Time Cards Financial Services 5 years ——
Travel Expense Reports Financial Services 7 years Current