Supplemental Information Print this PDF

Name: Record Retention Policy
Responsible Office: College Services & Information Technology

Applies to: (examples; Faculty,Staff, Students, etc)

Faculty , Staff

Policy Overview:

Issued: 11-23-2015
Next Review Date: 11-23-2016
Frequency of Reviews: Annually

The policy establishes responsibility for oversight of Records retention administration and establishes procedures and timelines for retaining, archiving, and destroying Records.

Applies to any College staff or faculty member responsible for the maintenance of records in any format, as well as all St. Louis College of Pharmacy faculty and staff members who create, store, or use College records in any format.


Definitions:

Active Record: An original College Record currently used by the office, department or other areas of the College that generated it.  Active Records remain active for varying numbers of years, depending on the purpose for which they were created and regulatory requirements.  Active Records include Records in all formats including, but not limited to: paper, micro fiche, digitized or scanned documents, electronic documents, etc.

Archival Record: An original College Record that has permanent or historic value, is inactive, and is not required to be retained in the office in which it originated or was received.  Archival Records are retained and preserved indefinitely in the College Archives.  The College’s Records Administrator will make all final decisions concerning whether Records will be preserved in the College Archives.

College Record: The original or official copy of any record/document, including Electronic Records, in any format. Formats include but are not limited to: paper, micro fiche, and electronic. The Records Administrator or designee will make the final determination concerning the Official Repository for College Records and the Official Repository for these records are identified in the Record Retention Table. There is no need for offices and departments that are not the Official Repository for a College Record to retain copies of those records.

Electronic Record:  A College Record kept in a non-tangible electronic format.  Electronic Records include, but are not limited to: word processor documents, spreadsheets, databases, HTML documents, scanned or imaged documents, and any other type of file warehoused online, on a mainframe, on a computer hard drive, or on any external storage medium (including disks and thumb drives).  The same retention standards that apply to tangible College Records also apply to Electronic Records, and the retention periods outlined in the Record Retention Table apply equally to College Records in all formats.

Inactive Record: An original College Record that is not an Active Record, but still must be maintained pursuant to the Record Retention Table set forth below. Inactive College Records are typically maintained at the College’s preferred Offsite Storage vendor or at other locations on campus; however, Inactive College Records of historical significance are maintained by the College Archives as directed by the Records Administrator or its designee(s).

Microfiche: A type of record format consisting of a flat sheet of microfilm, typically used for the purpose of maximizing space efficiency. College Records kept on fiche are bound by the same standards and retention periods as Records kept in paper or electronic formats.

Official Repository: The office or department designated as having responsibility for retention and timely destruction of particular types of official College Records. The College’s Records Administrator, or designee(s), will make the final determination concerning the Official Repository for College Records. For example: The Payroll Office is the Official Repository for annual employee payroll Records. There is no need for offices and departments that are not the Official Repository for a College Record to retain copies of those Records.

Offsite Storage: College Records that are in any format and are no longer needed may be stored with the College’s preferred vendor for Offsite Storage. The Offsite Storage vendor provides a fee based service for picking up and maintaining Inactive Records, and also delivering those Records if they are needed again on campus. See the Procedures section of this policy for instructions on how to store records at Offsite Storage.

Personal Information: Records that include an individual’s name together with that individual’s Social Security Number; driver’s license number or Missouri state identification card number; financial account number, or credit or debit card number, with or without any required security code, access code, personal identification number or password that would permit access to an individual’s financial account; or biometric indicator. Personal Information is highly sensitive, and must be safeguarded and secured at all times.

Records Administrator: The Records Administrator shall be appointed by the President and shall be initially the Assistant Vice President of College Services/Chief Compliance Officer. In consultation with the appropriate President’s Staff Member(s), the Records Administrator may designate certain policy implementation functions to other offices.

Records Committee: The College’s Records Administrator shall convene a Records Committee to develop procedures for the implementation of this Policy and to help ensure compliance. The Records Committee shall include representatives from the Office of the President, Information Technology Department, Business Office, School of Arts & Sciences, School of Pharmacy, Human Resources, Marketing & Enrollment Services Unit, General Counsel, and any other office or department as the Records Administrator, in consultation with the President, deems appropriate, including representatives from the faculty.

Details:

St. Louis College of Pharmacy requires that College records be retained for specific periods of time, and has designated official repositories for their maintenance.  These records must be managed according to procedures that are outlined in this document.

St. Louis College of Pharmacy is committed to effective records retention to preserve its history, ensure that critical records are available to meet business needs, comply with legal requirements, protect the privacy of constituents, optimize the use of space, minimize the cost of record retention, and ensure that outdated and useless records are destroyed.

Procedures:

In consultation with and under the direction of the Records Administrator or designee(s), each unit manager or department head, or designee(s), must:

• Determine the appropriate format for College Records under their area of responsibility;
• Implement the unit’s and/or office’s record management practices;
• Ensure that record management practices are consistent with this policy;
• Educate staff within the administrative unit on sound records management practices;
• Preserve Inactive College Records of historic value, and transfer those Records to the College Archives;
• Ensure that access to confidential files and documents or electronic media that contain Personal Information is restricted in accordance with all College policies and federal regulations. Long term restrictions on access to selected Archival Records should be noted at the time of their transfer to the College Archives; and
• Destroy Inactive College Records that have no archival value upon passage of the applicable retention period.

When the prescribed retention period (see the Record Retention Table) for College Records has passed, the unit’s administrative manager should ensure that the Records are properly disposed of unless the Records are of historic value to the College. The administrative manager should consult the Records Administrator to designate those Records that are archival.

Inactive College Records

If you have determined that Active Records are no longer needed for business reasons but the applicable retention period has not yet expired, the Inactive College Records may be transferred to one of the College’s preferred Offsite Storage vendors.  Contact the Records Administrator or its designee(s) to:

1. Review Records to be sent to Offsite Storage.
2. Request storage boxes (1 full file drawer = 2 boxes).
3. Request a transfer form from the College’s preferred Offsite Storage vendor.
4. Schedule a time for boxes to be picked up.

Archival Records

If you, in consultation with the Records Administrator or its designee(s), have determined that you are in possession of Archival Records and the applicable retention period has expired, please forward those Records to the College Archives.

Non-Archival Records

If you have determined that Active Records are not Archival Records and the applicable retention period has expired, you should destroy those Records in one of the following ways:

1. Recycle non-confidential paper Records that do not contain Personal Information.
2. For Records that contain Personal Information:

a. Records must be redacted, burned, pulverized, or shredded so that Personal Information cannot practicably be read or reconstructed;
b. Electronic Records and other non-paper media containing Personal Information and metadata shall be destroyed or erased so that Personal Information or other sensitive data cannot practicably be read or reconstructed. Contact the Office of Information Technology to ensure that electronic media are destroyed appropriately.

Periodically review Records generated and maintained in College information systems or equipment (including mainframe, mini, and micro computing/storage systems) to ensure that these requirements are met.

The attached Record Retention Table lists the official repositories for College Records as well as how long these Records must be retained.  These time periods have been reviewed for legal sufficiency by the General Counsel taking into account the minimum requirements of applicable laws and regulations and relevant statutes of limitations periods for filing complaints or claims.

Record retention periods may be increased by government regulation; judicial or administrative consent order, private or governmental contract, pending litigation or audit requirements. Such modifications supersede the requirements listed in this policy.  The suspension of record destruction required by any of these reasons will be accomplished by a Legal Hold notice sent out to affected units by the General Counsel.

No document list can be exhaustive.  Questions regarding the retention period for any specific document or class of documents not included in these tables should be addressed to the Records Administrator or the Office of the General Counsel.

Departments and units that are not Official Repositories and that retain duplicate or multiple copies of these College Records should dispose of them when the Records are no longer useful (no later than the duration noted in this Policy).

 

RECORD RETENTION TABLE

I.                 Academic / Student Records

Type of Record

Official Repository

Duration

Academic Integrity Code Violations

Dean School of Arts & Sciences (undergraduate and professional)

Records of final disposition that result in suspension or expulsion: permanent. 

All other records: 5 years from graduation or last date of attendance

Academic Personnel

Human Resources

See Sections VI-VII

Academic Probation

Registrar

Permanent

Admissions Data for Applicants Who Enroll

Admissions Office

5 years from graduation or date of last attendance

Admissions Data for Applicants Who Do Not Enroll, Whether Accepted or Rejected

Admissions Office

1 year after acceptance/rejection date

Advanced Placement Records and other Placement Test Records/Scores

Registrar

5 years from graduation or date of last attendance

Annual Conflict of Interest Disclosure Statements (Research)

Office of Research Compliance

5 years from date research project ends

Applications for Admission, professional program (P1) final outcomes rating sheet, letters of reference, progression letter

Admissions Office

5 years after graduation or date of last attendance for students who enroll/1 year after acceptance/rejection for applicants who do not enroll

Applications for Graduation

Registrar

1 year after graduation or date of last attendance

Audit Authorizations and Records

Registrar

1 year after date submitted

Academic Catalogs

Registrar, Enrollment Services

Permanent

Board of Pharmacy Student Completion Reports

Registrar, Experiential Education

Permanent

Change of Course Forms-Continuing Education, Summer Sessions, and Extramural Studies

Registrar

1 year after submission

Change to Student College ID number

Registrar

Permanent

Class Lists (original)

Registrar

Permanent

Consent to Release Personally Identifiable Information (Requests for Non-Disclosure)

Registrar

Kept until next academic year; signatures kept 5 years

Correspondence, relevant

Registrar

5 years from graduation or date of last attendance for students who enroll/1 year after acceptance/rejection for applicants who do not enroll

Course syllabus, any graded student activity or assignment, quizzes, tests, etc.

Faculty Member

Experiential Education (IPPE/APPE assignments)

End of semester after grade awarded to allow for grade appeals consistent with Academic Catalog

Course Offerings

Registrar

Permanent

Credit / no credit approvals (Audit, Pass/Fail, etc.)

Registrar

1 year after date submitted

Credit by Examination Records

Registrar

5 years from graduation or date of last attendance

Curriculum Change Authorizations

Chairs, School of Arts & Sciences/Chairs, School of Pharmacy

5 years from graduation or date of last attendance

Degree, Grade, and Enrollment Statistics

Registrar

Permanent

Disciplinary Records – Students (findings of violation and related case files)

Vice President Culture & Campus Life

 

Record of final disposition for offenses that result in suspension or expulsion: permanent.

All other records: 5 years from graduation or last date of attendance

Enrollment Verifications

Registrar

1 year from enrollment date

Entrance Exam Reports

Registrar

5 years from graduation or date of last attendance/1 year after acceptance rejection for applicants who do not enroll

Financial Aid Records (applicants who enroll), including Federal Perkins Loan Records

Office of Financial Aid

5 years after the end of the award period

Grade and Dismissal Appeals

Dean School of Arts & Sciences/Dean School of Pharmacy

Record of final disposition:  permanent; All other records:  5 years after graduation or date of last attendance

Grade Change Forms

Registrar

Permanent

Grade Sheets

Registrar

Permanent

Grade Books (Professors)

Faculty Member

5 years after grade entered

Graduation Lists

Registrar

Permanent

International Student Forms (visa documentation, etc.)

International Programs Office/ Registrar

5 years from graduation or date of last attendance/1 year after acceptance rejection for applicants who do not enroll

Letters of Recommendation (enrolled students)

Enrollment

5 years after graduation or date of last attendance

Medical Records, Immunizations, Vaccines, Drug Screens, Background Checks

Enrollment Services (Undergraduate) Experiential Education (Professional)

5 years after graduation or date of last attendance

Name Changes

Registrar

Permanent

Personnel Files, Appointment Letters and Forms

See Human Resources Section

See Human Resources Section

Racial/Ethnic/Statistics

Office of Institutional Research

Permanent

Recruitment Materials (enrolled students)

Admissions Office

5 years after graduation or date of last attendance

Request for Non-Disclosure

Registrar

Permanent

Residency Certificates (enrolled students)

             Director of Residency Programs

Until date of enrollment

Schedule of Classes (Institutional)

Registrar

Permanent

Student accommodations (academic)

Student Success Center

5 years from graduation or last date of attendance

Student accommodations (non-academic)

Section 504 Coordinator or designee(s)

5 years from graduation or last date of attendance

Student Class Schedules

Registrar

1 year from graduation date or date of last attendance

Student related codes, handbooks and policies

Registrar

Permanent

Student FERPA Waivers/for Right of Access (enrolled students)

Registrar

Until graduation or date of last attendance

Experiential Program Training Records (HIPAA, Bloodborne Pathogen)

Experiential Education

5 years after graduation or date of last attendance

Transcripts

Registrar

Permanent

Transcripts – High School and Other College (applicants who enroll)

Registrar

5 years from graduation or date of last attendance

Transfer Credit Evaluations

Registrar

5 years from graduation

Trustee Decisions Regarding Academic Personnel and Designated Executives

President’s Office

Permanent

Veteran Administration Certifications

Registrar

5 years from graduation or date of last attendance

Withdrawal Authorizations/Leave of Absence

Registrar

Permanent with student academic file



II.                Accounting & Finance

Type of Record

Official Repository

Duration

Account Reconciliations (Balance Sheet)

Business Office

7 years

Accounts Payable Vouchers and Attachments

Business Office

7 years

Accounts Receivable Statements, Centrally Generated

Business Office

7 years

Annual Conflict of Interest Disclosure Statement

President’s Office

7 years

Annual Financial Reports and Work Papers

Business Office

Permanent

Banking Records, Including Deposit and Withdrawal Records, Bank Statements and Reconciliation, Voided and Canceled Checks

Business Office

7 years

Billing Records

Business Office

7 years

Capital Equipment Records

Business Office

List of Asset: records of equipment purchased on federal funds must be retained for three years after final disposition

Cash Receipts

Business Office

7 years

Contracts

Business Office

Duration of Contract plus 5 years

Depreciation Records

Business Office

Life of Asset

Effort Certifications

Research Administration

7 years

Indirect Cost Rate Calculations

Research Administration

7 years

Inventories

College Services

Life of Asset

Journal Entries

Business Office

7 years

New Account Records and Back-up Documentation

Business Office

7 years after account closing

Procurement Card Charge Documentation

Business Office

7 years

Travel Reimbursements and Attachments

Business Office

7 years

College Audit Work Papers

Business Office

7 years



III.          Alumni Affairs & Development

Type of Record

Official Repository

Duration

Alumni records

Development

Permanent

Gift Records

Business Office

7 years

Original Gift Letter Agreements, All Others

Business Office/Development

Permanent

Planned gifts (trusts, life income, agreements, annuities) Real Estate Gifts

Business Office/Development

Permanent



IV.          Athletics, Fitness, & Recreation

Type of Record

Official Repository

Duration

Athletic rosters

Athletics Department

Permanent

Medical records; physical exams and medical history, primary insurance carrier, injury eval & treatment

Athletics Department

5 years after graduation or last date of attendance

Player photographs

Athletics Department

Permanent

Eligibility Paperwork (certificates, clearance)

Athletics Department/team physician

5 years after graduation or last date of attendance

Student-Athlete Advisory Committee Annual Report

Athletics Department

Permanent

Alternate Transportation forms

Athletic Department

2 years after completion of season

Supplemental insurance injury claims, back up, follow up submitted info (bills, EOB’s, etc.)

Athletic Department

5 years after graduation or last date of attendance

Disciplinary records

Culture and Campus Life

See Academic/Student Records

Athletic Scholarship Allocations

Financial Aid

5 years after the end of the award period

Student-Athlete scholarship agreement letters

Athletics Department

5 years after the end of the award period

Leadership through Athletics grades

Athletics Department

Permanent

Annual team records

Athletics Department

Permanent

End of Season Surveys from S-A

Athletics Department

3 calendar years after year of survey

Staff certification records (CPR, etc.)

Athletics Department

See Human Resources personnel file (staff)

Inventory Records

Athletics Department

2 years after date of inventory

Injury Reports (intercollegiate sports, intramurals, F&R) – need a standard form

Athletics Department (Training Room)

5 years after date of report

Equity in Athletics Disclosure Act survey

Athletics Department

3 calendar years after year of survey

End of Season surveys (intramurals)

Athletics Department (Fitness & Rec)

3 calendar years after year of survey

Fitness & Rec equipment/room check out logs

Athletics Department (Fitness & Rec)

1 calendar year

Fitness Equipment daily cleaning /regular safety check logs

Athletics Department (Fitness & Rec)

Duration of possession or life of equipment plus 6 months unless injury report then 5 years from the date of report

Fitness Equipment repairs

College Services

7 years from date of repair



V.           Construction and Facilities Management

Type of Record

Official Repository

Duration

As-built Drawings

College Services

Permanent

Contracts and Agreements

College Services

14 years

Record of repairs

College Services

7 years from date of repair



VI.          Corporate Records

Type of Record

Official Repository

Duration

Accreditation Records

President, Deans

Permanent

Articles of Incorporation

President’s Office

Permanent

Board of Trustee Minutes

President’s Office

Permanent

Bylaws

President’s Office

Permanent

Charter

President’s Office

Permanent

Trustees’ Policies

President’s Office

Permanent



VII.      Equal Opportunity / Affirmative Action

Type of Record

Official Repository

Duration

Affirmative Action Plans

Human Resources

7 years

Federal and State Required Statistics and Reports

Human Resources

7 years

Non-Academic Search Materials and Documents Supporting Hiring Selection Decisions

Human Resources

3 years from date of appointment

Academic Search Materials and Documents Supporting Hiring Selection Decisions

Human Resources

3 years from date of appointment

Complaints of Unlawful Discrimination and Harassment

Human Resources

Permanent



VIII.       Human Resources

Type of Record

Official Repository

Duration

Certificates of Insurance, Indemnification agreements, Contracts and Insurance Policies for Benefits

Human Resources

Permanent

Deceased Employee Claims

Human Resources

7 years after date of death

Employee Personnel Files, Non-Faculty (including application, resume, appointment/salary forms, benefits enrollment and application forms, beneficiary designations)

Human Resources

7 years after separation

Faculty Benefits Applications and Paperwork, including Long-Term Disability Forms

Human Resources

7 years after separation

Faculty Handbooks and Policies

Dean School of Arts & Sciences/Dean School of Pharmacy/Human Resources

Permanent

Faculty Personnel Files (including hire paperwork, salary records, status changes, tenure/promotion, retirement/termination, and appointment recommendations)

Dean School of Arts & Sciences/Dean School of Pharmacy

7 years after separation

Faculty Rank & Tenure mid-review (third-year review) assessment dossier, teaching portfolios, evaluation summary

                  Human Resources

Retain evaluation summary in faculty member’s personnel file and return dossier and teaching portfolios to faculty member

Faculty Rank & Tenure Final Application for Tenure and/or Promotion

Human Resources

Retain copies of all committee letters and related correspondence including peer review letters from outside sources; if tenure/promotion denied keep copies of dossier and teaching portfolio and related correspondence 7 years after separation and return original dossier/teaching portfolio to faculty member

Faculty and Staff Benefits Handbook

Human Resources

Permanent

Federal Reporting Requirements: Welfare Benefits and other Fringe Benefit Plans (i.e., 5500-s)

Human Resources

Permanent

Files for Disabled Employees

Human Resources

7 years after benefits end

I-9 Forms (Faculty and Staff)

Human Resources

3 years, or 1 year after separation (whichever is greater)

I-9 forms (Students)

Human Resources

3 years after employment date, or 1 year after termination (whichever is greater)

Individual Contracts of Employment

Human Resources

7 years after separation

Occupational exposure, related employee medical records, monitoring, analysis, material safety data sheets

Human Resources

Duration of employment plus 30 years

OSHA Form 300, Form 301 incident report & annual summary

Human Resources

5 years from end of calendar year covering the incidents

Performance Appraisals

Human Resources

7 years after separation

Personnel Files for Retirees

Human Resources

 7 years after retirement

Records Covered Under HIPPA

Human Resources

7 years after employee’s termination

Search Committee Records, including employment applications, resumes, and all applicant search materials

Human Resources

7 years

Severance Agreements

Human Resources

7 years after expiration

Staff Handbooks and Policies

Human Resources

Permanent

Union Agreements

Human Resources

Permanent

Worker’s Compensation Claims and Insurance Policies

Human Resources

18 years



IX.          Insurance

Type of Record

Official Repository

Duration

Certificates of Insurance, Indemnification Agreements, Hold Harmless Agreements, Contracts

Business Office

7 years after expiration

Insurance Policies (Liability, Property, and Other Policies)

Business Office

Permanent

Incident Reports, Accident Reports

College Services

7 years after report date



X.           Legal

Type of Record

Official Repository

Duration

Consent Orders

Office of the General Counsel

Permanent

Court Orders

Office of the General Counsel

Permanent

Judgments

Office of the General Counsel

Permanent

Releases

Office of the General Counsel

Permanent

Settlements

Office of the General Counsel

Permanent



XI.          Marketing and Communications

Type of Record

Official Repository

Duration

News Releases

Office of Marketing and Communications

10 years

Film, Video, Recordings
(negatives, digital assets)

Office of Marketing and Communications

Permanent

Photography Records
(negatives, digital assets)

Office of Marketing and Communications

Permanent

Work and Stationery Requests

Office of Marketing and Communications

5 years

Publication Records

Archives

Permanent

Photo and Video Releases

Office of Marketing and Communications

???

Brand Assets and Artwork

(digital files)

Office of Marketing and Communications

Permanent



XII.         Patent, Trademark and Copyright Records

Type of Record

Official Repository

Duration

Copyright and Trademark Registrations

Office of the General Counsel

Permanent

Invention Assignment Forms

Office of the General Counsel

Permanent

Licensing Agreements

Office of the General Counsel

7 years after termination

Original Patents and Related Work Papers

Office of the General Counsel

Permanent

Royalty Records

Business Office

Life of Patent or TM plus 7 years



XIII.        Payroll

Type of Record

Official Repository

Duration

Information Returns filed with Federal and State authorities (W-2, 941, 1042S, etc.)

Business Office

7 tax years after filing

Payroll Deduction Authorization Forms (W4, ACH, Bonds)

Business Office

5 years after employment ends

Payroll Vouchers

Business Office

3 years after employment ends

Record of Payments and Deductions (payroll registers, deductions lists, garnishments, adjustments)

Business Office

5 years after employment ends

Time Cards, student

Business Office

3 years after pay date

Time Cards, non-student

Business Office

3 years after employment ends

 

 

XIV.       Public Safety; Environmental Health and Safety

Type of Record

Official Repository

Duration

Accident Reports

College Services

7 years after report date

Crime Reports

College Services

7 years after report date

Daily Log

College Services

Permanent

Employee exposure, monitoring, analysis

Human Resources

Duration of employment plus 30 years

Property Damage Reports

College Services

7 years after report date

Fume Hood Testing Records

College Services

3 years

Hazardous Waste Disposal Manifests and Reports

College Services

3 years

Incident Records

College Services

5 years

Radiation Safety Training Records

College Services

3 years

Controlled Substances Request Form: DEA Schedule II

EH&S

                                 2 years

 Controlled Substances Request Form: DEA Schedule III-V

EH&S 

  2 years

Controlled Substances Aliquot Log 

 EH&S

 2 Years

Controlled Substances Initial Inventory Form: DEA Schedule II 

 EH&S

 Permanently

Controlled Substances Initial Inventory Form: DEA Schedule III-V 

EH&S 

Permanently 

Controlled Substances Annual Inventory Form: DEA Schedule II 

 EH&S

 2 Years

Controlled Substances Annual Inventory Form: DEA Schedule III-V 

 EH&S

 2 Years

Copy of Invoice(s) Schedule II  

 EH&S

 Permanently

 Disposal Form, DEA Form 41, 

EH&S 

 2 Years

DEA Inventory Transfer Form 

 EH&S

 2 Years



XV.         Purchasing

Type of Record

Official Repository

Duration

Purchase Orders, Contracts, Agreements

Business Office

7 years

XVI.       Real Property

Type of Record

Official Repository

Duration

Property Deeds, Easements, Licenses, Rights of Way, Leases, Rights of First Refusal, Remainder Interests, Mortgages

Office of the General Counsel

Permanent

Property 7 years after close of grant or longer if required by granting agency Tax Returns filed with taxing jurisdiction

Business Office

7 years

XVII.      Sponsored Projects, Contracts & Grants

Type of Record

Official Repository

Duration

Grant and contract Applications, Proposals, and Supporting Documentation

Business Office

 

7 years after clos of grant or longer if required by granting agency or sponsor

Sponsored research contracts, subcontracts, material transfer agreements

Business Office

7 years after close of grant or longer if required by granting agency or sponsor

Records Concerning Animal or Human Subject Research

Institutional Animal Care Use Committee (animals)/Institutional Review Board (human subjects)

7 years from completion of study or longer if required by study sponsor

XVIII.     Taxes

Type of Record

Official Repository

Duration

Excise Tax Returns

Business Office

7 years

Information Returns (990, 1099, Form PC, etc.)

Business Office

20 years

Sales Tax Returns

Business Office

7 years

 

 

Responsibilities:

Position/Office/Department

Responsibility

Vice President Information Technology & Assistant Vice President College Services

Oversight, coordination of Records retention policy administration

General Counsel

Supports Assistant Vice President College Services to coordinate annual review and update of Records Retention Table

The College Records Administrator is responsible for the implementation of this Policy across all departments and units that maintain College Records in any format. The College Records Administrator shall oversee, with the assistance of the Records Committee, the implementation of this Policy, including developing procedures concerning the review, oversight, and governance of this Policy, and any necessary training. Each unit manager or department head is responsible for implementing this Policy within his or her unit or department consistent with the procedures developed by the Records Administrator and the Records Committee.

Resources:

Legal Hold Policy

Policy Contacts:

Name

Contact Information

Eric Knoll

Eric.Knoll@stlcop.edu

Ken Fleischmann

Kenneth.Fleischmann@stlcop.edu

Supplemental Information:

None