Records Retention and Destruction
Date Established: May 2012
Approved by: Officers
Responsible Office: Finance & Administration
Responsible Senior Staff Member: VP of Finance & Administration
Drafted by: Head of Archives and Special Collections & Dir. of Compliance and Risk Mgmt
Date Last Revised: February 2020
Statement
Mount Holyoke College requires that college records, as defined herein, regardless of format, whether created on college owned equipment or otherwise, or whether the document is stored on campus or otherwise, be disposed of or retained for specific periods of time in accordance with legal or other institutional requirements, or for historical value. The college has designated offices of record to manage the retention and disposal of these records according to procedures outlined in this document.
Scope
The purpose of this policy is to:
- Define Mount Holyoke College records;
- Define the responsibilities of departments and employees for college records;
- Define Archives and Special Collections’ authority over college records;
- Provide best practices for managing college records.
This policy provides guidelines for retention and destruction of official college records. It applies to all college departments and offices, all college records and all college employees who create, receive or maintain such records in the course of college business.
Responsibilities
All members of the College community who create, receive, or maintain college records are responsible for ensuring that retention and destruction methods are compliant with this policy and the related standards.
Policy
Mount Holyoke College and various federal and state laws require that different types of records be retained for specific periods of time. The College has designated official repositories and a retention schedule for maintenance of these records. These records should be managed according to procedures that are outlined in this document.
Procedures
Managing College Records
Certain departments and units are designated as the “Office of Record” as listed in the retention schedule. Offices of Record are responsible for establishing and maintaining appropriate records retention management practices. Departments are expected to destroy records for which they are not the office of record, once they become inactive records.
Each Office of Record administrator or a designee must do the following:
- Implement the office’s records management practices
- Ensure that these records management practices are consistent with this policy
- Educate staff within the administrative unit in understanding sound records management practices
- Preserve inactive records of legal, fiscal, administrative, or historical value.
- Transfer Archival Records with permanent legal, institutional, or historical value to Archives and Special Collections
- Ensure that access to confidential files is restricted
- Destroy inactive records that have no archival value upon expiration of the applicable retention period
- Direct questions about these responsibilities to Archives and Special Collections who will work closely with offices to ensure understanding of this policy and implementation of these responsibilities.
Preservation of Archival Records
Material selected for preservation shall be sent to Archives and Special Collections. When selecting records for preservation the record holder must first consult with Archives and Special Collections. Archives and Special Collections provides all departments and offices at Mount Holyoke College with records management services for permanent records. All official records that are permanently preserved remain accessible to relevant parties as determined by the records retention schedule. Electronic records of permanent or enduring value will be preserved in a way that appears best to allow future accessibility of their content.
Destruction of Records
Records should be deleted/destroyed in ways commensurate with their confidentiality and with methods which do not permit recovery, reconstruction or future use of confidential information. For example:
Paper records containing confidential information (such as personally identifiable information) should be shredded, not placed in recycle bins and not simply thrown out with other classes of records or with miscellaneous trash.
Electronic or machine readable records containing confidential information should be deleted/destroyed through thorough degaussing, multiple overwrites, or physical destruction of drives, disks, tapes or other magnetic or electronic storage media to ensure proper destruction. It is the responsibility of the office/department or individual in possession of a College owned computer(s) to ensure that data has been properly removed from the hard drives of computers before removal or redeployment. Consult the LITS helpdesk for any assistance.
Film, audio, recording and videotapes containing confidential information should be physically destroyed, not simply thrown away.
Destruction performed by vendors shall be subject to the same procedures as those which are described in this policy.
Litigation Hold
The Office of Record may not destroy a college record if that office has been notified of any audit, litigation, claim, negotiation, or other action involving the record. Records must be maintained until all required audits and requests are completed. If a litigation or legal hold is issued, records relevant to the issue must be preserved until the hold has been released.
If College Records are maintained with a vendor, the Office of Record, or their designated authority, will need to issue a litigation hold notice to the vendor managing that College Record.
As stated above, e-mail messages that meet the criteria of a Record defined herein should be preserved in hard copy or stored electronically separately from e-mail systems for record retention and archival purposes.
Accessibility of Records
College Records must be easily retrievable for examination by authorized departmental and central administrators, auditors and other authorized individuals. The Office of Record must follow procedures for labeling and record-keeping to ensure that documents can be retrieved in a timely manner, and are responsible for retrieving records upon request.
The Office of Record, in consultation with LITS, are responsible for ensuring that electronic records are not rendered unusable because of changing technology or deterioration. Records in formats endangered by technology changes must be migrated to other formats in order to maintain accessibility.
General Data Protection Regulation (GDPR) Requests
If a request is received in accordance with GDPR, destruction may take place before the time set forth in the schedule. Please consult the LITS helpdesk for assistance in complying with the request.
Definitions
College Record: Any form of recorded information, regardless of physical characteristics, that is created, received, recorded, or legally filed in the course of college business. College records serve as evidence of the college’s organization, functions, policies, decisions, procedures, operations, transactions, or other activities.
[Note: An official record can be in hard-copy form (e.g., paper, magnetic tape, film, etc.) or electronic form. An electronic document (e.g., email, cloud-based documents, etc.) is considered a college record and is subject to the same retention period as the hard copy equivalent if the electronic document is created or received in the transaction of business; retained as evidence of official policies/decisions; and/or has historical significance or valuable informational content.]
Active Record: A record with current use for the unit, department, or division that generated it. Records remain active for varying numbers of years, depending on the purpose for which they were created.
Inactive Record: A record with no current use for the unit, department, or division that generated it and that has not yet reached the end of its retention period.
Archival Record: A record that is no longer required by the unit, department, or division in which it originated or was received, and that has permanent legal, institutional, or historical value.
Office of Record: The unit, department, or division designated as having responsibility for retention and timely destruction of particular types of college records. Such responsibility is assigned to the Unit’s administrator or a designee. Offices of Record are identified in the Retention Schedule below.
Policy Violations
Violations of college policies are adjudicated according to procedures outlined in the Student Handbook, the Handbook of Faculty Legislation, and the Staff Handbook, with disciplinary consequences imposed by the adjudicating authority up to and including dismissal. Some offenses are punishable under state and federal laws.
Retention Schedule
| Record Type | Record Sub-Type | Office of Record | Retention Period |
|---|---|---|---|
| Student Records | Application materials: Old paper, current paper, electronic, decision letters | Admission | until graduation for matriculants; 2 years for non-matriculants |
| Financial Records | Gift Accounting; Gift & Pledge Records | Advancement | 2 years |
| Financial Records | Gift Accounting; Stock Gifts | Advancement | 2 years |
| Financial Records | Gift Accounting; Adjustments | Advancement | 2 years |
| Administrative Records | Committee Files | Advancement | Permanent |
| Financial Records | Private Source Grant Records | Advancement | Permanent |
| Financial Records | Grant and Contracts Accounting Records | Advancement | Permanent |
| Financial Records | Event Contracts | Advancement | Permanent |
| Operations Records | Funded Grant Proposals | Advancement | Permanent |
| Operations Records | Unfunded Grant Proposal Records | Advancement | Permanent |
| Operations Records | Stewardship; Documentation on Plaques, Benches, Trees | Advancement | Permanent |
| Operations Records | Communications | Advancement | Permanent |
| Operations Records | Events | Advancement | Permanent |
| Operations Records | Database Reporting | Advancement | Permanent |
| Operations Records | Database of Record Information (colleague data) | Advancement | Permanent |
| Financial Records | Stewardship; Gift Agreements, Annual Reports, Financial Reports | Advancement | Permanent / Varies |
| Operations Records | Research & Leadership Gifts Constituent Files | Advancement | Permanent / Varies |
| Operations Records | Research Class / Parents & Friends Files | Advancement | Permanent / Varies |
| Financial Records | Gift Planning Documentation | Advancement | Varies |
| Administrative Records | Employee Administration | Advancement / HR | Permanent |
| Administrative Records | Report Requests | Alumnae Association | 1 year |
| Financial Records | Bank reconciliations | Alumnae Association | 2 years |
| Financial Records | Contracts | Alumnae Association | 7 years |
| Financial Records | Invoices to customers | Alumnae Association | 7 years |
| Administrative Records | Biographical alum files and class info files | Alumnae Association | Permanent |
| Administrative Records | Events | Alumnae Association | Permanent |
| Operations Records | Database Reporting | Alumnae Association | Permanent |
| Operations Records | Database of Record Information (colleague data) | Alumnae Association | Permanent |
| Financial Records | Bylaws of the Association and class and clubs | Alumnae Association | Permanent |
| Financial Records | Tax | Alumnae Association | Permanent |
| Financial Records | Legal | Alumnae Association | Permanent |
| Operations Records | Real Property leasing and Rental Records | Amherst College Rental Housing | |
| Financial Records | Form 990/990T & support | Associate Treasurer | 20 years |
| Financial Records | wire transfer records | Associate Treasurer | 5 years |
| Financial Records | Gift batches | Associate Treasurer | 5 years |
| Financial Records | Government Grant Files | Associate Treasurer | active + 3 years |
| Financial Records | Property records | Associate Treasurer | Active + 5 years |
| Financial Records | Mortgage, bond & long-term debt records | Associate Treasurer | Active + 5 years |
| Financial Records | Sales of Property Records | Associate Treasurer | Active + 5 years |
| Financial Records | Budget Reports | Associate Treasurer | Active + 5 years |
| Financial Records | Deeds & Titles | Associate Treasurer | Perm |
| Financial Records | Deeds & Titles for donated real property later sold | Associate Treasurer | perm |
| Financial Records | attorney opinion letters (real estate) | Associate Treasurer | perm |
| Financial Records | Unitrust tax returns & support | Associate Treasurer | perm |
| Financial Records | Life Inc Agreements | Associate Treasurer | perm |
| Financial Records | Estate Files | Associate Treasurer | perm |
| Financial Records | Closed out accounts | Associate Treasurer | perm |
| Financial Records | Endowment Funds Reports | Associate Treasurer | perm |
| Financial Records | Ref Sub-ledger | Associate Treasurer | perm |
| Financial Records | Restricted Funds Ledger | Associate Treasurer | perm |
| Financial Records | Statement of Changes | Associate Treasurer | perm |
| Financial Records | Numeric Ref ledger | Associate Treasurer | perm |
| Financial Records | Investment Cmte Minutes | Associate Treasurer | Permanent |
| Legal Records | Outside group contracts | Athletics | 3 years |
| Legal Records | Certificates of insurance | Athletics | 3 years |
| Legal Records | Participant waivers | Athletics | 3 years |
| Operations Records | Sexual Assault Records | Campus Police | 11 years from report |
| Operations Records | Armed Robbery Reports | Campus Police | 11 years or until suspect no longer incarcerated |
| Administrative Records | Parking Tickets Paid | Campus Police | 2 years |
| Operations Records | Stolen Motor Vehicle Reports | Campus Police | 3 years |
| Operations Records | Protective Custody Reports | Campus Police | 3 years |
| Operations Records | Missing Person Reports | Campus Police | 3 years after case solved |
| Operations Records | Campus Police Complaint/Internal Affairs Records | Campus Police | 4-7 years following resolution |
| Employment Records | Campus Police Background Invests, Unsuccessful | Campus Police | 5 years |
| Employment Records | Campus Police Psychological Pre-Screening, Unsuccessful | Campus Police | 5 years |
| Operations Records | General Incidents | Campus Police | 7 years |
| Operations Records | Motor Vehicle Accidents | Campus Police | 7 years |
| Operations Records | Clery Act Daily Crime and Fire Log | Campus Police | 7 Years after incidents reported & logs entered |
| Operations Records | Clery Act Annual Security and Fire Safety Report | Campus Police | 7 Years after incidents reported & report filed |
| Employment Records | Campus Police Background Invests, Hired Candidates | Campus Police | 7 years following term of employment |
| Employment Records | Campus Police Psychological Pre-Screening, Hired | Campus Police | 7 years following term of employment |
| Operations Records | Controlled Substance Seizure Reports | Campus Police | 7 years if no arrest/warrant |
| Operations Records | Arrest Reports | Campus Police | 7 years unless past court completion |
| Operations Records | Death Records | Campus Police | Permanent |
| Operations Records | Murder Reports | Campus Police | Permanent |
| Operations Records | Dispatch Logs | Campus Police | Permanent (after 1992) |
| Operations Records | Special State Police Warrant Documentation | Campus Police | While sworn staff are employed |
| Operations Records | Annual Report and Student Engagement (2014> | Career Development Center | guidance requested |
| Student Records | Career Advising Records | Career Development Center | guidance requested |
| Student Records | Alum Engagement | Career Development Center | guidance requested |
| Student Records | CDC Student Employee Records | Career Development Center | guidance requested |
| Student Records | Recruiting Student Records | Career Development Center | guidance requested |
| Operations Records | Department Financial Records | Career Development Center | permanent |
| Student Records | Credentials File | Career Development Center | permanent |
| Student Records | Student Employment Records | Career Development Center | permanent |
| Student Records | Experiential Learning Records | Career Development Center | permanent |
| Student Records | Student Off-campus Employment Records (<2013) | Career Development Center | permanent |
| Financial Records | subsidiary ledgers | Comptroller | 10 years |
| Financial Records | Mass form PC | Comptroller | 20 years |
| Financial Records | Processed/Paid Purchase Orders | Comptroller | 5 years |
| Financial Records | expense reports | Comptroller | 5 years |
| Financial Records | AP Subsidiary rpts | Comptroller | 5 years |
| Financial Records | AP check registers | Comptroller | 5 years |
| Financial Records | Mass sales & meal taxes | Comptroller | 5 years |
| Financial Records | Unclaimed property filings & records | Comptroller | 6 years |
| Financial Records | Receipts for gifts & sales | Comptroller | 6 years |
| Financial Records | Bank statements | Comptroller | 7 years |
| Financial Records | Operating Acct & Stmts | Comptroller | 7 years |
| Financial Records | General ledgers & operating ledgers | Comptroller | 7 years |
| Financial Records | BNEW Operating accounts | Comptroller | 7 years |
| Financial Records | Account Reconciliations | Comptroller | 7 years |
| Financial Records | operating cash reports | Comptroller | 7 years |
| Financial Records | Bank recons | Comptroller | 7 yrs from date files |
| Financial Records | Original invoices | Comptroller | current + 4 |
| Financial Records | 1099's | Comptroller | current + 4 |
| Financial Records | JV's and backup | Comptroller | current + 5 years |
| Financial Records | Uncollected accounts | Comptroller | Current + 6 years |
| Financial Records | AR ledgers | Comptroller | perm |
| Financial Records | property tax exemption records | Comptroller | perm |
| Financial Records | audit reports & supporting workpapers | Comptroller | perm |
| Financial Records | Management letters | Comptroller | perm |
| Financial Records | audited financial statements | Comptroller | permanent-archived |
| Employment Records | Faculty Employment Search Records | Dean of Faculty | For hired candidate: Permanent/ For interviewed/other candidates: three years |
| Employment Records | Faculty Immigration (H1-B and PERM files) | Dean of Faculty | H1-B: one year past last date of employment. PERM: Five years from the date of filing the application |
| Administrative Records | Faculty Legislation | Dean of Faculty | Permanent |
| Administrative Records | Faculty Meeting Materials | Dean of Faculty | Permanent |
| Administrative Records | Tenure and Promotion Records | Dean of Faculty | Permanent |
| Employment Records | Faculty Personnel Records | Dean of Faculty | Permanent |
| Administrative Records | Course Evaluations | Dean of Faculty | Permanent |
| Administrative Records | Academic Department & Program Annual Reports | Dean of Faculty | Permanent |
| Student Records | Student conduct records | Division of Student Life | 7 years |
| Administrative Records | Student Handbook | Division of Student Life | Permanent |
| Operations Records | DOT Drug/Alcohol Testing | EH&S | 1 - 5 years |
| Operations Records | DEP Hazardous Waste Manifests | EH&S | 5 years |
| Operations Records | OSHA Training records | EH&S | duration of employment |
| Operations Records | DOT training | EH&S | duration of employment plus 2 years |
| Operations Records | DEP training | EH&S | duration of employment plus 3 years |
| Operations Records | DPH radiation licenses | EH&S | permanent |
| Operations Records | DPH radiation dosimeter results | EH&S | permanent |
| Operations Records | OSHA Respirator Fit test records | EH&S | until next fit test |
| Operations Records | DPH radiation other compliance records | EH&S | until next regulatory inspection |
| Operations Records | OSHA Inspection Records | EH&S | until reviewed if required or until next regulatory inspections |
| Employment Records | OSHA Medical -includes Safety Data Sheet | EH&S/HR | duration of employment plus 30 years |
| Operations Records | Building, System & Land Plans | Facilities Management | Permanent |
| Operations Records | Construction Project Records | Facilities Management | Permanent |
| Financial Records | Accounts Payable (Alumnae Association) | Finance | 7 years |
| Financial Records | General ledgers, year end trial balance (Alumnae Association) | Finance | Permanent |
| Financial Records | Journal Entries (Alumnae Association) | Finance | Permanent |
| Financial Records | Accounts Payable Records | Financial Services | 7 years |
| Financial Records | Cash Receipts | Financial Services | Current + 4 years |
| Financial Records | Deposit Tickets | Financial Services | Current + 4 years |
| Financial Records | Journal Entry Detail | Financial Services | Current + 4 years |
| Financial Records | Ledgers/Transaction Journals | Financial Services | Perm |
| Financial Records | Damage Bills | Financial Services | |
| Financial Records | PLP Transaction Journals | Financial Services/Stdt Fin Svcs | Permanent |
| Financial Records | Student Loan Transaction Journals | Financial Services/Stdt Fin Svcs | Permanent |
| Financial Records | Balancing Reports | Financial Services/Stdt Fin Svcs | Permanent |
| Financial Records | Aging Reports | Financial Services/Stdt Fin Svcs | Permanent |
| Financial Records | Delinquency Reports | Financial Services/Stdt Fin Svcs | Permanent |
| Financial Records | FISL | Financial Services/Stdt Fin Svcs | Permanent |
| Research Records | Faculty Research - Faculty Grant and Fellowship Files | Funded Grants - Official: Financial Services. Unofficial: Dean of Faculty. Unfunded Grant Proposals: Principle Investigator | Seven years from the end of the grant |
| Administrative Records | OSHA 300 Log when required | HR | 5 years |
| Employment Records | Employee Personnel Records | HR | 6 years from date of employee separation |
| Employment Records | payroll records and timesheets (Alumnae Association) | HR | 7 years |
| Administrative Records | Worker's Compensation | HR | 7 years |
| Employment Records | Personnel Files (Alumnae Association) | HR | Permanent |
| Administrative Records | HR Programs (internal) | HR | Permanent |
| Administrative Records | Benefits Summary Plan Description | HR | Permanent |
| Administrative Records | Staff Handbooks | HR | Permanent |
| Operations Records | Staff Training Records | HR | Title 9 permanent; others how long? |
| Administrative Records | Benefits Vendors Records (agreements, etc) | HR | |
| Employment Records | Time sheet records | HR | |
| Financial Records | Form 5500 filings health & welfare benefits | HR | |
| Financial Records | ER Copy of EE W-2s | HR | |
| Financial Records | ER Copy of EE filed tax forms (w-4, etc.) | HR | |
| Employment Records | Student Staff Employment Files | HR | |
| Administrative Records | Regional Accreditation Forms and Documents | IR | 10 Years |
| Administrative Records | IPEDS and U.S. Department of Education Compliance Surveys | IR | Permanent |
| Student Records | IR Student Snapshots for Official Enrollment and Financial Aid Reporting | IR | Permanent |
| Administrative Records | Indirect Assessment including COFHE Survey Data | IR | Permanent |
| Research Records | Faculty Research - Institutional Research Board (IRB) | Institutional Research Board | Permanent |
| Academic Records | DESE Paperwork for Licensure | Professional and Graduate Education | 7 years |
| Financial Records | Professional Development and other professional contracts for services provided | Professional and Graduate Education | 7 years |
| Financial Records | Grant award and administration materials | Professional and Graduate Education | 7 years |
| Financial Records | Non-credit professional development course bills and payment | Professional and Graduate Education | 7 years |
| Legal Records | Professional Development and other professional contracts for services provided | Professional and Graduate Education | 7 years |
| Legal Records | Grant applications | Professional and Graduate Education | 7 years |
| Student Records | Academic advising records for graduate students | Professional and Graduate Education | 7 years |
| Student Records | Student conduct records for graduate students | Professional and Graduate Education | 7 years |
| Student Records | Fellowship & scholarship applications for graduate students | Professional and Graduate Education | 7 years |
| Academic Records | Non-credit professional development course registrations | Professional and Graduate Education | 7 years |
| Administrative Records | Free educational seminars and webinar participant lists | Professional and Graduate Education | 7 years |
| Student Records | Fellowship & scholarship awards for graduate students | Professional and Graduate Education | Permanent |
| Academic Records | Grade Sheets | Registrar | permanent |
| Academic Records | Course Catalogs | Registrar | Permanent |
| Student Records | Official Transcripts | Registrar | Permanent |
| Administrative Records | Room Condition Form | Residential Life | 1 year from when they are billed |
| Operations Records | Health & Safety Inspection | Residential Life | 1 year |
| Operations Records | Master Key Sign Out Sheet | Residential Life | 1 year |
| Employment Records | Student Staff Applications- applicants not hired | Residential Life | 3 years from date of application |
| Administrative Records | Information Reports | Residential Life | 7 years |
| Operations Records | Common Room Reservation Requests | Residential Life | Current |
| Operations Records | Room Change Requests | Residential Life | Current |
| Administrative Records | Room Rosters (Floor, Alpha) | Residential Life | Permanent |
| Administrative Records | CPS files for federal aid processing | Student Financial Services | Current +1 year |
| Administrative Records | Files sent to CSS or CPS (institutional and federal processors) | Student Financial Services | Five years after award year has finished |
| Student Records | Green bar student account records | Student Financial Services | Permanent |
| Administrative Records | PowerFAIDs database | Student Financial Services | Current +3years |
| Administrative Records | College Board files for Institutional aid processing | Student Financial Services | Current +3years |
| Administrative Records | Loan documents (paper) for alternative loans | Student Financial Services | Current +3years |
| Administrative Records | Files used to create FISAP (annual government report for Title IV aid) | Student Financial Services | Current +3years |
| Administrative Records | Stored images for financial aid application | Student Financial Services | Current +3years |
| Administrative Records | Paper financial aid applications | Student Financial Services | Current +3 years |
| Student Records | Loan documents for institutional or federal loans | Student Financial Services | Current +3 years |
| Administrative Records | Data files for vendors (MyinTuition, | Student Financial Services | |
| Administrative Records | Myriad files used to determine financial aid eligibility | Student Financial Services | |
| Administrative Records | Work study reports (payroll reports) | Student Financial Services | |
| Administrative Records | Data Warehouse financial aid records | Student Financial Services | Permanent |
| Student Records | Student Account information in Colleague | Student Financial Services | Permanent |
| Student Records | Student Government Association records, budgets, treasurers reports | Student Programs | permanent |
| Student Records | Student Advising Records | Student Success & Advising | 7 years |
| Student Records | Academic Conduct | Student Success & Advising | 7 years |
| Student Records | Student Accommodation Records | Student Success & Advising | 7 years |
| Student Records | Fellowship applications | Student Success & Advising | 7 years |
| Student Records | Fellowship Awards | Student Success & Advising | Permanent |
| Legal Records | Fitness center waivers | Athletics | current +3 years |
| Legal Records | Racquet sport waivers | Athletics | 1 year |
| Legal Records | Accident reports | Athletics | 7 years |
| Administrative Records | Release forms/lease agreements for Equestrian Center | Athletics | 3 years |
| Financial Records | records re: horses, trailers, horse-related donations to Equestrian Center | Athletics | Current +7 years |
| Legal Records | NCAA compliance/eligibility docs | Athletics | 7 years |
| Administrative Records | Alcohol/drug policy violations | Athletics | Until student graduates |
| Employment Records | Faculty / coach personnel files | Athletics/ HR/ Dean of Faculty | Permanent |
| Administrative Records | Recruiting/admission impact information | Athletics | ??? |
| Administrative Records | Team and course evaluations | Athletics/ HR/ Dean of Faculty/IR | Permanent |
| Student Records | Student roll cards | Athletics | |
| Administrative Records | Club sports emergency contact info | Athletics | 3 years |
| Administrative Records | Sport program histories | Athletics | Permanent |
| Student Records | Medical clearance | Athletics | 7 years |
| Administrative Records | Injury reports/rehabilitation forms | Athletics | 7 years |
| Administrative Records | sport posters and brochures | Athletics | Permanent |
| Administrative Records | recordings of games, etc. | Athletics | Current |
| Financial Records | Private Source Grant Records | Advancement/ Grants Office | 7 years from closing date (final report) |
| Operations Records | Funded Grant Proposals - Private Source | Advancement/ Grants Office | 7 years from closing date (final report) |
| Financial Records | Federal Grants | Financial Services | 7 years |
| Operations Records | Federal Grant Proposals Funded | Advancement/ Grants Office | 7 years |
| Operations Records | Unfunded Grant Proposal Records | Advancement/ Grants Office | 5 years |
| Financial Records | Private Source Grant Records - Endowed Funds | Advancement/ Grants Office | Permanent |
| Administrative Records | Payroll processing information, time sheets | Dining Services (Jim Wehner) | 7 years |
| Financial Records | Register Tape - Cash, Credit and OneCard detail | Dining Services (Jim Wehner) | 5 years |
| Student Records | Psychotherapy/psychiatry notes, communication documentation | Counseling Service | Current +7 years |
| Operations Records | Hood inspections, grease trap inspections | Dining Services (Mark Garner) | 3 years |
| Financial Records | Vendor contracts | Dining Services (Mark Garner) | 7 years |
| Operations Records | Annual Food Permits, beer & wine permits | Dining Services (Mark Garner) | 5 years |
| Administrative Records | Payroll processing information, time sheets | Willits-Hallowell Center | 5 years |
| Financial Records | General Ledger Reports | Willits-Hallowell Center | 7 years |
| Financial Records | Billing, credit cards, daily sales sheets | Willits-Hallowell Center | 5 years |
| Operations Records | Event Orders & contracts | Willits-Hallowell Center | 7 years |
| Operations Records | Permits & Licenses | Willits-Hallowell Center | 7 years |
| Administrative Records | Health Services Title IX forms | Title IX Office | |
| Student Records | Personal health records | Health Services | 10 years: Karen to find out |
| Student Records | Alcohol and drug counseling records | Health Services | 7 years |
| Student Records | prescription billing records from pharmacy | Health Services | |
| Administrative Records | lab certification and test quality documentation | Health Services | |
| Administrative Records | Staff credentialing files | Health Services | Current +30 years |
| Administrative Records | Employee health records | Health Services | |
| Administrative Records | Presidential Correspondence | Office of the President | Permanent |
| Administrative Records | Board of Trustees (All Files - Not Correspondence) | Office of the President | Permanent |
| Administrative Records | Strategic Planning documentation | Office of the President | Permanent |
| Administrative Records | Accreditation Reports and Outcome Documents (NEASC/NECHE) | Office of the President | Permanent |
| Operations Records | President's House keeps records of guests and events | Office of the President | Permanent |
| Financial Records | Donor Letters for Endowed Funds | Advancement | Permanent |
| Administrative Records | Consultant Reports (trying to centrally collect) | Office of the President | |
| Administrative Records | Officers Meetings and Other Projects | Office of the President | |
| Operations Records | President's Travel (Itineraries and Briefings) | Office of the President |