Record Retention Schedule by Department - Example
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1 Record Retention Schedule by Department - Example Classification Codes CY = Current Year D = Destroy Note: FY = Y = AR = Fiscal Year Year Archival Retention Perm = S = Format = Permanent, obsolete, expired Paper unless otherwise noted communications/digital records follow the same retention periods as paper records if it is the original record of a transaction. Record Type Description Retention Record Holder Examples Comments Board Governance Documentation of Douglas College Board decisions Permanent Board Office Board agendas and minutes Move to Archives Education Council Governance Documentation of Education Council decisions + 5y Education Council agendas and minutes Audit Reports Formal annual audits Permanent Various Financial, Enrolment, FTE, Systems and Computing etc. Institutional Reviews Historical Labour Relations Records Reports, surveys, audits and demographic analysis Documentation of public and historical interest. Documents collective agreements Holder depends on nature of record. For Example, Director of Finance holds the Financial and FTE Audit. CEIT, systems audit Permanent Institutional Research Move to Archives Permanent Library Archives Articles of Incorporation, Bylaws, Special Ceremonial Events, art, etc. + 5y Collective Agreement documentation, Job Evaluation Records, Job Descriptions, Legal correspondence related to the collective agreement
2 Student Records Records kept by Registrar s office to record the College s academic offerings and relationships, achievement records - Transcripts Permanent Registrar s Office Articulation and transfer agreements, inventory of college curriculum, formal elections to the Board and Education Council Cyclical Maintenance Reports Guarantees/Warranties Licenses, Permits and Certificates of Operation Program Accreditation Scheduled Development Reports of Activity College maintenance systems for infrastructure and grounds Obtained for Products and Services purchased Legal Documents for the purpose of conducting business The analysis of a program to determine if it meets a provincial or national benchmark or standard Reports and research as a result of faculty scheduled development time. + 1y Facilities Office Finance and Facilities CEIT Maintenance, renewal and renovation of major systems, e.g. heating system. Renovation, relocation projects. Equipment/Furnishings/Const ruction/technologies etc. Various Elevators, liquor licenses, pesticide license, etc. VP Academic /Department Office Department Office Curriculum booklets, learning materials, etc Some departments keep these records, but VP Education Office is accountable The outcome of a project may be kept in perpetuity or as long as it is deemed relevant. These records are considered college resources Faculty Office Records FEC & DEC Minutes A variety of records that document the year-to-year activities of faculty-based matters +2y Department Office Faculty Scheduled Development Entitlements, Program Review Outcomes, Advisory Committee records and Minutes Advisory committee records and Program Review Outcomes are held while relevant. Minutes are kept by the Faculty or Department
3 Student Placement /Practicum or Co-op Agreements Agreements that establish the criteria under which a student will be placed in the field for further study either in a paid position or non-paid practicum Sponsorship Agreements Any agreement undertaken with a sponsor, or an individual who is paying for a specific service such as child care or the sponsoring of tuition on behalf of a student. Health and Safety Related Incidents Benefits Records Financial Records WorkSafe BC related records College s benefits statements and related to group benefits Official records of all College financial transactions Until Expiry Various co-op or practicum agreements Centre for Int l Ed for Emergency Release Form, Release of Liability Form for Students travelling abroad and home stay placements for International students Various including the Office of External Relations 10 years Facilities/Health and Safety 7 years Co-op work term agreements, practicum and field placement agreements, and home stay placements for International students, etc. Child care services parent agreements, sponsorship agreements with third parties, etc. First-Aid incident log book, WorkSafe BC disclosures, First-Aid reports, accident investigations, ergonomic risk assessments, 7 years Finance and Facilities Purchasing records, Tenders, Third Party Contract documentation. Records related to sponsorship of tuition, books or projects or related e.g. to childcare services The retention period identified is a legislative requirement Finance may keep longer than the legislated requirement Student Appeal Records Formal records related to the formal resolution process of a student concern. 7 years Registrar s Office Records of requests for appeals, correspondence, appeal decisions These records may be required to respond to an appeal made by a student through an outside agency such as the Provincial Ombudsman s Office
4 Student Loan Records, Grant Records, Bursary Records Course Outlines Employee File Original Research Data Final exams and unreturned student assignments /tests Documentation that relates to loans, grant and bursary application and disbursement. Produced by the instructor to outline the details of a course for the students (Instructors contract with the student) All employee-related records required to be held in the OFFICIAL employee file. A complete set of all original research data must be retained by the principal researcher for a period of 5 years from the date of publication of results based on the data. 7 years Financial Aid Office Financial Aid manages documents for students applying for financial assistance 5 years Dept. Office Each section of each course will hold an individual course outline + 5 years ER Correspondence, Evaluations, employment contracts, certification and licenses, vacation, sick and leave history, adverse reports, recognition information. The official employee record may be expunged 5 years after employment with the College ends. 5 years Office/Dept. Specific Any data of a sensitive nature shall be kept secure in accordance with privacy and confidentiality guidelines. All other data should be kept in such a manner that it preserves the integrity of the data. Published results moved to Archives or Library Collection +1y Faculty FOIPOP Policy indicates that all student materials, assignments and tests not returned to a student must be kept for one year. Field Trips/Field Schools A report of who attended the off campus trip, location, date, etc. 1 year Dept. Office
5 Job Competition Records Posting and recruitment documentation Student Records, CE General Interest, and Vocational Courses without grades. Contract Instructor Records Resumes Non Credentialed General Interest CE courses. Registry of student assignments and attendance Resumes submitted against formal postings. Current and up to 1y Interview material, reference checking material 1 y CE Programmers Students in these courses or programs are not graded 1 year Department Chair Exams and Quizzes and/or Assignments Less than 1 year Documentation of attendance and participation is held in the care and custody of CE programmers for one year. Resumes submitted electronically are not kept at all and there is no requirement to keep unsolicited resumes.
6 Record Retention Schedule by Department - Example Original Record Active Semi-Active Disposition Comment Tax Information Finance 7y 3y D Legal requirements may be extended to match departmental practice Course Assignments and Exams Faculty, e.g. Science and Technology S 1y D Contract Faculty must ensure that student papers are given to Dept. Chair Research Papers Faculty or Researcher CY 4y AR Archival/or collection storage is of completed research Board Minutes Board Office 1y 5y AR
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