15
Record Retention Appendix ‐ Schedule, 11/1/2017
12
3
45
6789
101112131415
16
17
18192021
2223
24252627
A B C DRecord Name Minimum Time to Retain Record Office of Record StewardAccreditation documentation Permanent Academic Affairs Vice President for Academic AffairsArticulation Agreements and Memoranda of Understanding
Permanent Academic Affairs Vice President for Academic Affairs
Course Evaluations While active or employed + 5 years Academic Affairs Vice President for Academic Affairs
Course Syllabi 10 years Academic Affairs Vice President for Academic AffairsFaculty colleague appraisals While active or employed + 5 years Academic Affairs Vice President for Academic Affairs
Faculty Committee Evaluation Reports Permanent Academic Affairs Vice President for Academic AffairsFaculty Meeting Agendas and Minutes Permanent Academic Affairs Vice President for Academic AffairsFaculty Search Files 3 years after conclusion of search Academic Affairs Vice President for Academic AffairsPromotion and Tenure Records While active or employed + 5 years Academic Affairs Vice President for Academic Affairs
Acceptance Letters (gross applicant pool) 2 years after application semester Admission Director of AdmissionApplication Essays (gross applicant pool) 2 years after application semester Admission Director of AdmissionApplication Transcripts (gross applicant pool) 2 years after application semester Admission Director of AdmissionApplications (gross applicant pool) 2 years after application semester Admission Director of AdmissionCorrespondence (gross applicant pool) 2 years after application semester Admission Director of AdmissionEntrance Exams and Placement Scores (gross applicant pool)
2 years after application semester Admission Director of Admission
Letters of Recommendation (gross applicant pool) 2 years after application semester Admission Director of Admission
Pre‐Enrollment Disciplinary Notes (gross applicant pool)
Until administrative need is satisfied Admission Director of Admission
Student Newspapers 5 years Archives Archives CoordinatorCampus Crime Data Permanent College Public Safety Director of College Public SafetyCampus Crime Reports 7 years College Public Safety Director of College Public SafetyStudent Background Checks (from external requestor)
6 years College Public Safety Director of College Public Safety
Memorandum of Understanding (mutual aid) Permanent College Public Safety Director of College Public SafetyRegistration and Waiver Documents While active or employed + 7 years Conference & Event Planning Director Facilities & Auxiliary Services
Account Ledgers 6 years Controller’s Office ControllerAccounts Payable Ledger 6 years Controller’s Office ControllerAccounts Receivable 6 years Controller’s Office Controller
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Record Retention Appendix ‐ Schedule, 11/1/2017
1A B C D
Record Name Minimum Time to Retain Record Office of Record Steward28293031
3233343536373839
40414243
44
454647484950
515253
54
55
Accounts Receivable Ledger 6 years Controller’s Office ControllerAuditor's Reports and Work Papers 7 years Controller’s Office ControllerBalance Sheets 6 years Controller’s Office ControllerBanking and Investment Records 7 years Controller’s Office ControllerCollection Records While active or employed + 6 years Controller’s Office Controller
Depreciation Schedules 6 years Controller’s Office ControllerEndowment Reports Permanent Controller’s Office ControllerEquipment Records 6 years Controller’s Office ControllerForm 990 7 years Controller’s Office ControllerForm 990‐T 7 years Controller’s Office ControllerGeneral Ledgers 6 years Controller’s Office ControllerInvoices or expense records 6 years Controller’s Office ControllerLoan Repayment History While active or employed + 6 years Controller’s Office Controller
Mortgage Records 6 years Controller’s Office ControllerOwned Property Improvement Records 6 years Controller’s Office ControllerPayment/Disbursement records 6 years Controller’s Office ControllerPromissory Notes ‐ Assigned to Department of Education
Permanent Controller’s Office Controller
Promissory Notes [Perkins loans/Nursing loans) While active or employed + 6 years Controller’s Office Controller
Property Record/Inventory 6 years Controller’s Office ControllerPurchase Orders 6 years Controller’s Office ControllerReceipts 6 years Controller’s Office ControllerSales 6 years Controller’s Office ControllerTrust Tax Returns 7 years Controller’s Office ControllerTuition and Fee Charges While active or employed + 6 years Controller’s Office Controller
Uncollected Accounts 6 years Controller’s Office ControllerWrite‐Off Accounts Permanent Controller’s Office ControllerGrading Documentation (per Faculty Handbook) 1 year after end of term in which
course was taughtCourse instructor Vice President for Academic Affairs
Air or Water Waste Emissions Records 3 years Environmental Health & Safety Director Environmental Health & Safety
Page 2 of 11 (Sorted by Office of Record)https://linfield.sharepoint.com/sites/Data Governance/Shared Documents/Resources Record Retention/Approved policy/Record Retention Appendix ‐ Schedule 11012017
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Record Name Minimum Time to Retain Record Office of Record Steward
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
Asbestos Abatement Permit 5 years Environmental Health & Safety Director Environmental Health & Safety
Asbestos Medical Monitoring Records 30 years after employee separation Environmental Health & Safety Director Environmental Health & Safety
Employee Exposure Records for Risk Management 30 years after employee separation Environmental Health & Safety Director Environmental Health & Safety
Environmental Sampling Records Maintained 30 years Environmental Health & Safety Director Environmental Health & Safety
Hazardous Chemical Waste Records Maintained 30 years Environmental Health & Safety Director Environmental Health & Safety
Hearing Conservation Audiology Test Results 30 years after employee separation Environmental Health & Safety Director Environmental Health & Safety
Risk Management/Environmental Health & Safety Training Records
1 year after employee separation Environmental Health & Safety Director Environmental Health & Safety
Safety Committee Records 3 years Environmental Health & Safety Director Environmental Health & Safety
Safety Data Sheets Maintained 30 years after product is discontinued
Environmental Health & Safety Director Environmental Health & Safety
Backflow Devices 3 Years Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Boiler Permits Active + 3 Years Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Building Permits Permanent Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Building Plans and Specifications Permanent Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Elevator Permits Active + 3 Years Facilities & Auxiliary Services Director Facilities & Auxiliary Services
FCC – 2 way radio documentation 10 Years after expired Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Fire Inspections Active + 3 Years Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Fire sprinkler documentation Active + 3 Years Facilities & Auxiliary Services Director Facilities & Auxiliary Services
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Record Name Minimum Time to Retain Record Office of Record Steward
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
Key Issuance Records 1 Year after key is checked in Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Maintenance Records While active or employed Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Motor Vehicle Records (including Fleet) While active or employed Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Office Layouts While active or employed Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Operating Permits Permanent Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Regulatory Permits Active + 6 years Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Utilities History Active + 7 Years Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Work Order Records Active + 4 years Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Zoning Permits Permanent Facilities & Auxiliary Services Director Facilities & Auxiliary Services
Attorney Opinion Letters (property) While active or employed + 6 years Finance & Administration Vice President for Finance & Administration/CFO
Facilities contracts 10 Years after substantial completion Finance & Administration Director Facilities & Auxiliary Services
Cooperative Agreements with other institutions Life of agreement + 6 years Finance & Administration Vice President for Finance & Administration/CFO
Deeds and Titles Permanent Finance & Administration Vice President for Finance & Administration/CFO
Contracts Life of agreement + 6 years Finance & Administration Vice President for Finance & Administration/CFO
Insurance Polices Permanent Finance & Administration Vice President for Finance & Administration/CFO
Leases While active or employed + 6 years Finance & Administration Vice President for Finance & Administration/CFO
Non‐Litigated Claims While active or employed + 6 years Finance & Administration Vice President for Finance & Administration/CFO
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Record Name Minimum Time to Retain Record Office of Record Steward
90
91
92
93
94
9596
979899100101102103
104
105106107
108
109
110
111
Endowed Scholarship awards 3 years after the student last attended Financial Aid Director of Financial Aid
Federal Financial Aid Records 3 years after the student last attended Financial Aid Director of Financial Aid
Federal Financial Aid Summary Reports 3 years after the student last attended Financial Aid Director of Financial Aid
Financial Aid Awards 3 years after the student last attended Financial Aid Director of Financial Aid
Financial Aid Credits 3 years after the student last attended Financial Aid Director of Financial Aid
Lender's Name and Address 3 years after the student last attended Financial Aid Director of Financial Aid
Program Participation Agreement Permanent Financial Aid Director of Financial AidFree Application for Federal Student Aid (FAFSA) 3 years after the student last attended Financial Aid Director of Financial Aid
Attorney‐Client Correspondence 10 years General Counsel General CounselAttorney‐Client Notes 10 years General Counsel General CounselCourt Documents and Records Permanent General Counsel General CounselDeposition Transcripts 10 years General Counsel General CounselDiscovery Materials 10 years General Counsel General CounselLitigation Files 10 years General Counsel General CounselAthletic training student files 7 years after last term attended Health, Human Performance, &
AthleticsProgram Director, Athletic Training
403b Benefits While active or employed + 6 years Human Resources Director of Human Resources
5500 Reports 7 years Human Resources Director of Human ResourcesAccident Reports 6 years Human Resources Director of Human ResourcesAttendance Records While active or employed + 10 years Human Resources Director of Human Resources
Background Investigation Results for applicants hired
While active or employed + 6 years Human Resources Director of Human Resources
Background Investigation Results for applicants not hired
3 years Human Resources Director of Human Resources
Candidate rating sheets and search committee notes for applicants not hired
3 years Human Resources Director of Human Resources
Page 5 of 11 (Sorted by Office of Record)https://linfield.sharepoint.com/sites/Data Governance/Shared Documents/Resources Record Retention/Approved policy/Record Retention Appendix ‐ Schedule 11012017
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1A B C D
Record Name Minimum Time to Retain Record Office of Record Steward112
113
114115
116117118119
120
121122123124
125
126
127128
129
130
131132133134
College Administrative Policies 6 years Human Resources Director of Human ResourcesDisability Records While active or employed + 6 years Human Resources Director of Human Resources
Disciplinary Warnings and Actions While active or employed + 10 Years Human Resources Director of Human Resources
Emergency Contacts While active or employed Human Resources Director of Human ResourcesEmployee Evaluations While active or employed + 10 Years Human Resources Director of Human Resources
Employee Exposure Records 30 years Human Resources Director of Human ResourcesEmployee Injury Records 6 years Human Resources Director of Human ResourcesEmployee Medical Complaints 6 years Human Resources Director of Human ResourcesEmployment Applications and Resumes for applicants hired
While active or employed + 6 years Human Resources Director of Human Resources
Employment Applications and Resumes for applicants not hired
3 years Human Resources Director of Human Resources
Expired Employee Association Agreements 6 years Human Resources Director of Human ResourcesExposed Employee Medical Records 30 years Human Resources Director of Human ResourcesGarnishments 6 years Human Resources Director of Human ResourcesHealth plan enrollment While active or employed + 6 years Human Resources Director of Human Resources
I‐9 documents While active or employed + 3 years Human Resources Director of Human Resources
Individual Employee Files While active or employed + 10 Years Human Resources Director of Human Resources
Job Announcements and advertisements 3 years Human Resources Director of Human ResourcesLayoff or Termination While active or employed + 10 Years Human Resources Director of Human Resources
Letters of Recommendation for applicants hired While active or employed + 6 years Human Resources Director of Human Resources
Letters of Recommendation for applicants not hired 3 years Human Resources Director of Human Resources
Medical Examinations While active or employed + 1 year Human Resources Director of Human ResourcesMedical Records While active or employed Human Resources Director of Human ResourcesPayroll Deductions 6 years Human Resources Director of Human Resources
Page 6 of 11 (Sorted by Office of Record)https://linfield.sharepoint.com/sites/Data Governance/Shared Documents/Resources Record Retention/Approved policy/Record Retention Appendix ‐ Schedule 11012017
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1A B C D
Record Name Minimum Time to Retain Record Office of Record Steward
135
136
137
138
139140141142
143
144145146
147148
149
150
151
152
153
154
Personnel Actions While active or employed + 10 Years Human Resources Director of Human Resources
Promotions While active or employed + 10 Years Human Resources Director of Human Resources
Race and ethnicity for IPEDS, employee self‐identified
3 years Human Resources Director of Human Resources
Salary or Current Rate of Pay While active or employed + 10 Years Human Resources Director of Human Resources
Sick Leave Benefits While active or employed + 6 years Human Resources Director of Human Resources
Superseded Employee Manuals Permanent Human Resources Director of Human ResourcesSuperseded Job Descriptions 6 years Human Resources Director of Human ResourcesTime Cards or Sheets 6 years Human Resources Director of Human ResourcesTransfers While active or employed + 10 Years Human Resources Director of Human Resources
Tuition Remission or exchange requests While active or employed + 10 years Human Resources Director of Human Resources
W‐2 Form 6 years Human Resources Director of Human ResourcesW‐4 Form 6 years Human Resources Director of Human ResourcesWage or Salary History While active or employed + 10 Years Human Resources Director of Human Resources
Wage Rate Tables 6 years Human Resources Director of Human ResourcesAffinity Program agreements While active or employed + 7 years Institutional Advancement Vice President for Institutional
AdvancementAlumni Directories Permanent Institutional Advancement Vice President for Institutional
AdvancementAlumni Newsletters Permanent Institutional Advancement Vice President for Institutional
AdvancementDonor related documents 7 years Institutional Advancement Vice President for Institutional
AdvancementEndowed Fund files, guidelines, agreements, historical data, etc.
Permanent Institutional Advancement Vice President for Institutional Advancement
Gift Agreements (non‐endowed) and Pledge agreements
While active or employed + 7 years Institutional Advancement Vice President for Institutional Advancement
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Record Name Minimum Time to Retain Record Office of Record Steward
155
156
157
158
159
160
161
162
163164165166167168
169
170
171
172
173
Gift Annuity & Charitable Remainder Trust doc. Permanent Institutional Advancement Vice President for Institutional Advancement
Grant files While active or employed + 7 years Institutional Advancement Vice President for Institutional Advancement
Institutional Newspapers/Newsletters Permanent Institutional Advancement Vice President for Institutional Advancement
Non‐Cash Gift Receipts Permanent Institutional Advancement Vice President for Institutional Advancement
Quarterly reports While active or employed + 6 years Institutional Advancement Vice President for Institutional Advancement
Record and valuation of gifts Permanent Institutional Advancement Vice President for Institutional Advancement
Records of Disposition of Gifts Permanent Institutional Advancement Vice President for Institutional Advancement
Settled Estate files Permanent Institutional Advancement Vice President for Institutional Advancement
Stock Gift documents 7 years Institutional Advancement Vice President for Institutional Advancement
Degree Statistics Permanent Institutional Research Director of Institutional ResearchEnrollment Reports Permanent Institutional Research Director of Institutional ResearchInstitutional Data / Fact Book Permanent Institutional Research Director of Institutional ResearchKey Indicator Reports Permanent Institutional Research Director of Institutional ResearchRace and/or ethnicity statistics Permanent Institutional Research Director of Institutional ResearchForeign Student (I‐20) Forms 5 years after last term attended or
employed on optional practical trainingInternational Programs Director of International Programs
Study Abroad Applications 5 years after last term attended or employed on optional practical training
International Programs Director of International Programs
Acceptance Letters (gross applicant pool), School of Nursing
2 years after application semester Portland Enrollment Services Director of Enrollment Services, Portland
Application Essays (gross applicant pool), School of Nursing
2 years after application semester Portland Enrollment Services Director of Enrollment Services, Portland
Application Transcripts (gross applicant pool), School of Nursing
2 years after application semester Portland Enrollment Services Director of Enrollment Services, Portland
Page 8 of 11 (Sorted by Office of Record)https://linfield.sharepoint.com/sites/Data Governance/Shared Documents/Resources Record Retention/Approved policy/Record Retention Appendix ‐ Schedule 11012017
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Record Name Minimum Time to Retain Record Office of Record Steward
174
175
176
177
178179180181182183184
185186187188189
190
191192
193194
195196197
Applications (gross applicant pool), School of Nursing
2 years after application semester Portland Enrollment Services Director of Enrollment Services, Portland
Correspondence (gross applicant pool), School of Nursing
2 years after application semester Portland Enrollment Services Director of Enrollment Services, Portland
Entrance Exams and Placement Scores (gross applicant pool), School of Nursing
2 years after application semester Portland Enrollment Services Director of Enrollment Services, Portland
Letters of Recommendation (gross applicant pool), School of Nursing
2 years after application semester Portland Enrollment Services Director of Enrollment Services, Portland
Pre‐Enrollment Disciplinary Notes (gross applicant pool), School of Nursing
Until administrative need is satisfied Portland Enrollment Services Director of Enrollment Services, Portland
Articles of Incorporation Permanent President PresidentBy‐Laws Permanent President PresidentCharter Permanent President PresidentMinutes of Trustees’ Meetings Permanent President PresidentTrustee Resolutions Permanent President PresidentAcademic Standing Communication 3 years after last term attended Registrar College RegistrarAdmission/Acceptance Communication (incl prog with separate processes)
3 years after last term attended Registrar College Registrar
Applications 3 years after last term attended Registrar College RegistrarBulletins and Course Catalogs Permanent Registrar College RegistrarClass Rosters Permanent Registrar College RegistrarClass Schedules (student) Permanent Registrar College RegistrarConsent to Release 3 years after last term attended or until
administrative need is satisfiedRegistrar College Registrar
Correspondence Until administrative need is satisfied Registrar College Registrar
Course schedules (institution) Permanent Registrar College RegistrarCredit by Exam/Score reports outside SIS (e.g. AP, IB, CLEP, JST)
3 years after last term attended Registrar College Registrar
Deans List Permanent Registrar College RegistrarDeclaration of degree/major/minor (documentation)
Until administrative need is satisfied Registrar College Registrar
Degree Audit Permanent Registrar College RegistrarDegrees Awarded Permanent Registrar College Registrar
Page 9 of 11 (Sorted by Office of Record)https://linfield.sharepoint.com/sites/Data Governance/Shared Documents/Resources Record Retention/Approved policy/Record Retention Appendix ‐ Schedule 11012017
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1A B C D
Record Name Minimum Time to Retain Record Office of Record Steward198
199200
201202203
204205
206207208209
210
211
212
213
214215216
217
218
219
Directory Hold unless released Permanent Registrar College RegistrarDismissal Communication (from College or program) Permanent Registrar College Registrar
Enrollment Permanent Registrar College RegistrarEntrance Exams/test scores (e.g. SAT/ACT, TOEFL) 3 years after last term attended Registrar College Registrar
Grade Changes Permanent Registrar College RegistrarGrades Permanent Registrar College RegistrarGrades received outside of student information system
Permanent Registrar College Registrar
Graduation Permanent Registrar College RegistrarGraduation application Until administrative need is satisfied Registrar College Registrar
Graduation lists Permanent Registrar College RegistrarHiatus (leaves of absence, withdrawals, etc.) Permanent Registrar College RegistrarHigh school transcripts 3 years after last term attended Registrar College RegistrarLeave of Absence (documentation) Until administrative need is satisfied Registrar College Registrar
Name Change Authorization Until administrative need is satisfied Registrar College Registrar
Personal Data Forms‐ Address & other demographics
Until administrative need is satisfied Registrar College Registrar
Petitions (Academic) Until administrative need is satisfied Registrar College Registrar
Race and ethnicity for IPEDS, student self‐identified 3 years Registrar College Registrar
Re‐admit forms 3 years after last term attended Registrar College RegistrarRegistration Change (incl. ADW, IS, TUT) 1 year after relevant term Registrar College RegistrarScore reports/Alternative credit awarded (e.g., AP, IB, CLEP, SMART, ACE)
Permanent Registrar College Registrar
Substitutions & exceptions for graduation requirements
3 years after last term attended or until administrative need is satisfied
Registrar College Registrar
Transcripts (Linfield ‐ produced outside or prior to existence of SIS )
Permanent Registrar College Registrar
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Record Retention Appendix ‐ Schedule, 11/1/2017
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Record Name Minimum Time to Retain Record Office of Record Steward220221
222223
224
225
226
227
228
Transcripts (Linfield) Permanent Registrar College RegistrarTranscripts From Other Colleges 3 years after last term attended Registrar College RegistrarTransfer Course Approval Form (International and Domestic)
Until administrative need is satisfied Registrar College Registrar
Transfer Credit Evaluation Permanent Registrar College RegistrarVeterans Administration (VA) Certification records/Military Documents
3 years after last term attended Registrar College Registrar
Withdrawal (record of request) Until administrative need is satisfied Registrar College Registrar
Nursing Student Clinical Evaluations 6 years after last term of attendance School of Nursing Dean of Nursing
Nursing Student Course Examinations 1 semester after course completion School of Nursing Dean of Nursing
Student Disciplinary Files While active or employed + 7 years Student Affairs Associate Dean of Students
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