R ECORDS R ETENTION S CHEDULE
II.08
Policy Reference(s):
President’s Office; General Counsel
Responsible Department(s):
2/4/2016
Approval Date: Revision Date(s):
8/15/2016; 3/3/2020; 1/4/2021; 4/15/2021
H OW TO U SE THE R ECORDS R ETENTION S CHEDULE : The Records Retention Schedule lists records that are created, received or retained as a result of College operations. The Schedule includes a description of each record, the identity of the record’s official custodian, the minimum period that the record must be retained, and a disposal code. To the extent that a record may fall into more than one category contained in the Schedule, the longer retention period should be followed. Disposal Codes: Disposal codes are used to indicate the recommended means of disposing of a record after its retention period has expired: 1. Routine Handling —No special precautions are necessary upon disposal. The records should be recycled or disposed of in accordance with standard procedures. 2. Special Handling —The destruction of records containing privileged, confidential, exempt or sensitive information that requires special handling by shredding, burning, degaussing, overwriting or another method that reduces information to an illegible condition. 3. Archival Retention —Records requiring permanent retention or records that have sufficient archival or historic value must be preserved in perpetuity. Archived records may be converted to electronic or microform/microfiche format. Unlisted Records: For any record not covered by the retention schedule, the Records Management Committee will determine how long the record must be kept and recommend any necessary revisions to the retention schedule. Questions regarding retention periods or whether an item constitutes a record should be directed to the Records Management Committee and/or General Counsel.
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