R ECORDS R ETENTION S CHEDULE
DISPOSAL CODE
RECORD DESCRIPTION
RETENTION PERIOD
CUSTODIAN
INSTITUTIONAL RECORDS / BOARD OF TRUSTEES a. Bylaws
Permanent Permanent
President’s Office President’s Office President’s Office President’s Office President’s Office President’s Office President’s Office
3 3 3 3 2 3 2
b. Meeting Notices
c. Agendas
Retain one copy permanently if not included with minutes. Until official minutes are approved 5 years after resignation of Board Member 5 years after resignation of Board Member Permanent Permanent
d. Minutes – Official/Approved
e. Notes/Recordings and Material Used to Prepare Official Minutes
e. Membership Lists/Appointments
f. Curriculum Vitae
g. Statement of Financial Interest Forms
President’s Office
2
College Charter/ Recognition College Policy & Regulation Manuals
Permanent Permanent
President’s Office General Counsel
3 3
LITIGATION/LEGAL a. Pleadings & litigation related documents – court and administrative agencies
5 years after final resolution, including any appeals
General Counsel
2
b. Executed settlement agreements c. Labor Negotiation Materials d. Labor Board Certifications
Permanent
General Counsel
3 2 3
5 years after contract expiration General Counsel
Permanent
Human Resources and General Counsel General Counsel
e. Reduction in Force/Early Retirement/Reorganization/Exit Incentive Plans and related documents
12 years
3
f. Copyrights – College Owned g. Patents – College Owned h. Trademarks – College Owned Mission/Vision & Strategic Plans
3 years after expiration 6 years after expiration 6 years after expiration
General Counsel General Counsel
2 2 2 3 1 2
Marketing
Permanent
President’s Office
News Releases
1 year after issuance
Marketing
Organization Charts
Retain one copy permanently if not included with minutes.
Human Resources
Right to Know Requests / Responses
2 years
Open Records Officer
2
FINANCIAL RECORDS Tax returns IRS Determination Letter
Permanent Permanent Permanent
Finance/CFO Finance/CFO Finance/CFO Budget Office Budget Office
3 3 3 2 2
Budgets
a. Budget Books and Board Recommendations b. Budget Planning and Preparation Records
7 years 7 years
Periodic : retain until final completion of audit. Certified : permanent
Financial Statements (Audited)
Controller’s Office
2, 3
a. General Ledger &Trail Balance Records
Permanent
Accounting Accounting Accounting Finance/CFO
2 2 2 2
b. Board Statements
7 years 7 years
c. Annual Audit and Financial Reports
IRS Rulings
10 years after receipt of ruling
ACCOUNTS PAYABLE / RECEIVABLE a. Accounts payable records
7 years 7 years 7 years
Accounts Payable Accounts Payable Accounts Payable
2 2 2
b. Books of Account
c. Financial statements; annual reports to
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