DISPOSAL CODE
RECORD DESCRIPTION
RETENTION PERIOD
CUSTODIAN
Request for Proposals – Awarded Contract
6 years after termination/expiration of contract 4 years after job completion 12 years after termination/completion of work
Procurement
2
Request for Proposals – Rejected Proposals and Related Vendor Information
Procurement
2
Construction Contracts
Procurement
2
PROFESSIONAL SERVICES CONTRACTS a. Architect/Engineering/Design Services
6 years after termination or expiration of warranties 6 years after termination or completion of engagement 6 years after termination or expiration
Chief Facilities Officer General Counsel General Counsel; Responsible Department Chief Facilities Officer Chief Facilities Officer Chief Facilities Officer Chief Facilities Officer Chief Facilities Officer Chief Facilities Officer Chief Facilities Officer Chief Facilities Officer
2
b. Legal Services/Engagement Letters
2
c. Consulting Services
2
REAL ESTATE / FACILITIES Options to Purchase Real Estate
6 years after expiration of option
2
Deeds
Permanent
2
Building/Property Leases, Title Reports, and Mortgages Real Property / Purchase or Sale Agreements
7 years after CCAC’s obligations terminate
2
Permanent
3
Building plans, blueprints and design plans
Permanent, unless or until structure is reconstructed or is no longer CCAC property/responsibility
3
Licenses and Permits
Permanent
3
Management Engineering Studies and Reports
Permanent
3
Maps
Permanent
3
INSURANCE / RISK MANAGEMENT Insurance Policies and Claim Files
6 years after final settlement or expiration of policy, provided all claims are settled 5 years, provided all claims are settled
Director, Risk Management
2
Incident / Accident Reports
Director, Safety & Security
2
MEDICAL RECORDS Health Career Health Records (initial and update forms)
Academic Dean for Program
Permanent
3
STUDENT SERVICES Academic Forgiveness Form Address and Name Change form Advisor/Program Change form Application for Credit Transfer
3 years 3 years 5 years
Campus Registration Campus Registration Campus Registration Campus Registration
2 2 2 2
6 months
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