Walker Hall Construction


Document and Record Retention


Introduction

Record retention guidelines help an organization (1) to adequately protect and maintain necessary records and information, and (2) to properly discard records and information that are no longer needed or are of no value. The following guidelines provide recommendations for the disposition of records and information used in the administration and management of Maryville University’s (“University”) programs, departments, business and activities. Following the designated expiration of their retention period, records should be disposed of appropriately.

Administration & Responsibility

The [Office/Department] is in charge of implementing the processes and procedures outlined in these guidelines, as well as ongoing compliance. The [same Office/Department] is authorized to modify these guidelines to ensure legal compliance and inclusion of appropriate record categories. All members of the University community should adhere to these guidelines. Questions concerning records retention issues may be directed to [same Office/Department].

Form of Records

These guidelines are “media neutral,” meaning that the type of medium with which a record is created has no bearing on retention time requirements. These guidelines do not obligate an office to create records that did not exist previously.
Records in Multiple Categories

Some records may fall within two categories. When that is the case, apply the longest applicable retention period.

Electronic Back-Up

It is the responsibility of each Department to understand the University’s procedures regarding back-up of electronic information and data and to ensure that these guidelines are applied with respect to data kept and/or backed up on electronic servers. [It should be noted that data on individual users’ computers is/is not backed up; each user is responsible for ensuring appropriate application of these guidelines as to his or her individual computer.]

Confidential Records

Confidential records must be disposed of according to their retention periods in a manner that preserves their confidentiality (e.g., by shredding).

Investigation and Litigation Holds

DO NOT dispose of any records or information if an investigation, legal action or proceeding, audit, program review, or other accreditation review is forthcoming or in progress. A University employee who becomes aware of the following shall notify the [same Office/Department]: that the University has been served with a subpoena or request for documents, that there is a governmental investigation or audit concerning the University, or that there is forthcoming litigation against or concerning the University. [Same Office/Department] shall take necessary steps to inform personnel of suspension in disposal of records and information as necessary. Disposal of any related records and information shall be suspended until the same Office/Department], with the advice of counsel, determines otherwise.

Record Retention Schedule

TaxIRS Exemption Documents, Related CorrespondencePermanentAccounting/PurchasingAccounts Payable & Accounts Receivable: ledgers, schedules, vouchers, statements, subsidiary ledgers & supporting documents7 years

Category Type of Record Retention Period
Governance Board: bylaws, committees, rosters, minutes Permanent
Governance [College/University] Policies, Procedures, Directives Permanent
Governance Strategic Plans Permanent
Tax Completed Corporate Tax Forms, Submissions, Returns: including but not limited to Forms 990, 990-T, 5500 Permanent
Tax IRS Rulings Permanent
Tax Annual Information Returns: federal and state Permanent
Tax Tax Bills, Receipts, Statements 7 years
Tax Sales/Excise/Miscellaneous Tax Returns & Supporting Documents 7 years
Tax Payroll Tax & Supporting Documents Termination + 7 years
Accounting/Purchasing Accounts Payable & Accounts Receivable: ledgers, schedules, vouchers, statements, subsidiary ledgers & supporting  documents 7 years
Accounting/Purchasing Banking Records 7 years
Accounting/Purchasing Billing Records 7 years
Accounting/Purchasing Cash Receipts 7 years
Accounting/Purchasing Payment Authorizations 7 years
Accounting/Purchasing Reimbursement Records: employee expenses, travel reimbursements and attachments 7 years
Accounting/Purchasing Investment Records 7 years
Accounting/Purchasing Actuarial Reports (FASB plans, Workers’ Compensation, Health Plans) Permanent
Accounting/Purchasing Annual Audit Reports with Financial Statements Permanent
Accounting/Purchasing Annual Audit Records: underlying records including work papers and other documents relating to the audit Completion + 7 years
Admissions Prospective Student Information 1 year
Admissions Students Who Do Not Enroll (Accepted/Rejected but not
readmission (see Students Who Enroll)): applications,
correspondence, test scores, letters of recommendation, highschool transcripts, acceptance letters
Application term + 1 year
Admissions Students Who Enroll: applications, correspondence, test scores,
letters of recommendation, high-school transcripts, other
postsecondary transcripts, acceptance letters, application for readmission
Graduation or date of last attendance + 10 years1
Admissions International Students Who Do Not Enroll Application term + 1 year
Admissions International Students Who Enroll: certificate of eligibility for
F-1 visa status (I-20) Alien Registration Receipt Card (I-551);
“Arrival-departure” record (I-94); certificate of eligibility for J-1
visa status (DS-2019); statement of financial eligibility
Graduation or date
of last attendance
+ 3 years
Admissions International Students Who Enroll: student visas Permanent
Admissions Recruitment Materials Application term
+ 3 years
Student Accounts & Financial Aid Annual Statistics Reports for Department of Education or
[College/University]
Permanent
Student Accounts & Financial Aid Tuition & Fee Charges 7 years
Student Accounts & Financial Aid Title IV/Higher Education Act: including (but not limited to)
Student Aid Reports, Institution Student Information Records,
application data, eligibility documentation, program records, etc.
3 years if not
being audited
Student Accounts & Financial Aid Unsuccessful Applicants: awards, grants (including Federal
Work Study and Federal Supplemental Educational
Opportunity), fellowships, scholarships
3 years
Student Accounts & Financial Aid Successful Applicants: awards, grants (including Federal Work
Study and Federal Supplemental Educational Opportunity),
fellowships, scholarships
Graduation or date
of last attendance
+ 3 years
Student Accounts & Financial Aid Student Loan Records: correspondence, applications, eligibility
records, deferment forms, payment schedules/histories,
promissory notes, origination documents, tax records
Health professions
loans: repayment,
cancellation, or
assignment to
Department of
Education + 3
years if not being
audited
Other loans:
Graduation or date
of last attendance
+ 3 years if not being audited
Student Accounts & Financial Aid Student Payments: accounts receivable bills, payments, checks Graduation or date
of last attendance
+ 10 years
Student Accounts & Financial Aid Student Refunds Graduation or date
of last attendance
+ 3 years
Student Accounts & Financial Aid Residence Life/Housing Agreements Graduation or date
of last attendance
+ 10 years
Student Academic & General Records Active Student Files Duration of
Enrollment
Student Academic & General Records Transcripts & Final Grades Permanent
Student Academic & General Records Academic Records: evaluations, competency assessments Permanent
Student Academic & General Records Class Schedules Graduation or date
of last attendance
+ 1 year
Student Academic & General Records Audit Authorizations 1 year
Student Academic & General Records Curriculum Change Records Graduation or date
of last attendance
+ 10 years
Student Academic & General Records Grade & Progress Reports Distribution + 1
year
Student Academic & General Records Change of Grade Forms Permanent
Student Academic & General Records Discipline: including academic probation, involuntary leave,
suspension, dismissal
Permanent
Student Academic & General Records Discipline: no academic probation, involuntary leave,
suspension, or dismissal
Graduation or date
of last attendance
+ 10 years
Student Academic & General Records Student Complaints (General) Graduation or date
of last attendance
+ 10 years
Student Academic & General Records Transfer Credit Requests & Evaluations Graduation or date
of last attendance
+ 10 years
Student Academic & General Records Applications for Graduation Graduation or date
of last attendance
+ 1 year
Student Academic & General Records Graduation Authorizations Graduation or date
of last attendance
+ 10 years
Student Academic & General Records Graduation & Degree Recipient Lists Permanent
Student Academic & General Records Absence Reports Graduation or date
of last attendance
+ 3 years
Student Academic & General Records Enrollment Changes: add/drop, withdrawals, leaves of absence PGraduation or date
of last attendance
+ 3 years
Student Academic & General Records Transcript Requests 1 year
Student Academic & General Records Enrollment Verification Requests 1 year
Student Academic & General Records Military Documents Graduation or date
of last attendance
+ 10 years
Student Academic & General Records Address Change Graduation or date
of last attendance
+ 10 years
Student Academic & General Records Name Change Permanent
Academic Programming Course Records: course and program offerings, schedule of
classes
Permanent
Academic Programming Graded Course Materials: examinations, homework Completion of
course + 1 year
Academic Programming Course Changes 1 year
Academic Programming Grade Books (instructors) 7 years
Academic Programming Class Lists & Grade Sheets (grades submitted) Permanent
Athletics Graduation or date
of last attendance
+ 5 years
Permanent
Athletics NCAA Records: general 10 years
Organizations/Committees Student Organizations: minutes, rosters, handbooks, event
planning forms, discipline, etc.
10 years
Organizations/Committees Student Organizations: application for recognition, renewals,
bylaws
Until superseded
Personnel & Benefits Employment Records: including job descriptions,
correspondence with employment agencies, advertisements for
job openings, information on non-hired applicants (applications,
resumes, pre-employment physicals, results of background
investigations, results of offers, related correspondence), academic and non-academic
Date of hiring
decision + 3 years
Personnel & Benefits Affirmative Action Programs 3 years
Personnel & Benefits Employment Eligibility Verification Later of date of
hire + 3 years or
separation + 1
year
Personnel & Benefits Payroll: records generally, including registers, garnishments,
assignments, attachments
Separation + 10
years
Personnel & Benefits Time Cards & Unclaimed Wage Records Separation + 10
years
Personnel & Benefits Personnel Files: including application, attendance, job status
change, discipline, performance evaluations, termination papers,
test results, training, qualification records, leave reporting,
academic and non-academic.
Separation + 10
years
Personnel & Benefits Grievances: investigations, resolutions, conciliation agreements No cause finding
+ 3 years
Cause finding:
permanent
Personnel & Benefits Resident Assistant Agreements Graduation or date
of last attendance
+ 10 years
Personnel & Benefits Federal and State Employment Statistics 3 years
Personnel & Benefits Benefit Plans Permanent
Personnel & Benefits Federal and State Reporting Requirements: Benefit Plans Permanent
Personnel & Benefits Employee Benefit Records: personal information, service
records, payments to employees/beneficiaries, elections, changes
Death of employee
+ 10 years
Health/Counseling Records Student Health Records Last service + 7
years
Health/Counseling Records Student Counseling Records Last service + 7
years
Health/Counseling Records Student Immunization Records Graduation or date
of last attendance
+ 10 years
Health/Counseling Records Employee Healthcare Clinic Records Last service + 7
years
Health/Counseling Records Employee Immunization Separation + 10
years
Health/Counseling Records Occupational Injury or Illness Separation + 5
years
Equal Opportunity (Applicant, Student, Personnel, Other) List of Complaints of Prohibited Discrimination: including
sexual harassment
Permanent
Equal Opportunity (Applicant, Student, Personnel, Other) Records of Reported Bias Activity and Investigation: including
reports and/or forms concerning sexual misconduct or other
prohibited discrimination
Later of complaint
or decision + 7
years
Equal Opportunity (Applicant, Student, Personnel, Other) Records Generated in Investigation of Protected Status:
including sexual misconduct or other discrimination that result
in a finding of merit
Permanent
Equal Opportunity (Applicant, Student, Personnel, Other) Employer Information Reports – EEO-I/EEO-2 Longer ofsuperseded or
filing + 2 years
Legal, Regulatory, Audit, Risk Management Audit Reports Permanent
Legal, Regulatory, Audit, Risk Management Contracts & Underlying Records Duration of
Contract + 10
years
Legal, Regulatory, Audit, Risk Management Liability Waivers Graduation, date
of last attendance,
separation, or end
of event + 10
years
Legal, Regulatory, Audit, Risk Management Insurance Policies & Certificates Permanent
Legal, Regulatory, Audit, Risk Management Incident & Accident Reports Completion of
claim(s) + 7 years
Legal, Regulatory, Audit, Risk Management Workers’ Compensation Claims Completion + 7
years
Legal, Regulatory, Audit, Risk Management Court Orders, Judgments, Releases, Settlement Permanent
Legal, Regulatory, Audit, Risk Management Reprint Permission for Copyrights Materials Expiration + 10
years
Legal, Regulatory, Audit, Risk Management Conflicts of Interest: disclosure statements Expiration + 10
years
Legal, Regulatory, Audit, Risk Management Correspondence or Communications with
Government/Regulatory Bodies: including audit records
3 years
Legal, Regulatory, Audit, Risk Management Accreditation Permanent
Legal, Regulatory, Audit, Risk Management Annual Security Report Permanent
Legal, Regulatory, Audit, Risk Management Crime Statistics 3 years
Legal, Regulatory, Audit, Risk Management FERPA: requests for formal hearings, student statements
regarding hearings, written decisions of hearings, student
requests for disclosure of personally identifiable information
7 years
Legal, Regulatory, Audit, Risk Management FERPA: student requests for nondisclosure Until terminatedby student
Publications, Statistical Data/Documents, Institutional Reports Catalogs Permanent
Publications, Statistical Data/Documents, Institutional Reports Class Schedules Permanent
Publications, Statistical Data/Documents, Institutional Reports Commencement Program Permanent
Publications, Statistical Data/Documents, Institutional Reports Statistics: enrollment, grade, degree, race/ethnicity, gender Permanent
Publications, Statistical Data/Documents, Institutional Reports Press/Publicity Releases Publication + 10years
Publications, Statistical Data/Documents, Institutional Reports Advertising: brochures, catalogues, and advertising dealing with
student admissions, programs, and scholarships; for national or
broad-geographic coverage materials, only records indicating
when and what publications advertisements were placed
Publication + 10
years
Alumni, Developments & Grants Alumni Records Permanent
Alumni, Developments & Grants Materials Soliciting Contributions Publication + 3
years
Alumni, Developments & Grants Gift Records 7 years
Alumni, Developments & Grants Gift Letter Agreements Permanent
Alumni, Developments & Grants Planned Gifts Permanent
Alumni, Developments & Grants Real Estate Gifts Permanent
Alumni, Developments & Grants Grant Records 7 years
Alumni, Developments & Grants Endowment Records Life of
endowment
Alumni, Developments & Grants Trust Records Life of trust
Alumni, Developments & Grants Conditional or Restricted Gifts: terms and conditions Permanent
Alumni, Developments & Grants Records of Contributions: less than $1,000 3 years
Alumni, Developments & Grants Records of Contributions: more than $1,000 Permanent
Alumni, Developments & Grants General Development Ledgers Permanent
Property, Facilities Safety, Equipment Accessibility/ADA Facilities Plans 3 years
Property, Facilities Safety, Equipment Property Deeds, Assessments, Licenses, Rights of Way Permanent
Property, Facilities Safety, Equipment Construction: contracts, planning Permanent
Property, Facilities Safety, Equipment Construction: architectural drawings, improvements Life of structure
Property, Facilities Safety, Equipment Permits Expiration + 7
years
Property, Facilities Safety, Equipment Evacuation Drill Records 7 years
Property, Facilities Safety, Equipment Fire Protection Systems & Other Safety Monitoring 7 years
Property, Facilities Safety, Equipment Incident Reports & Records 7 years
Property, Facilities Safety, Equipment EPA Reports 2 years
Property, Facilities Safety, Equipment Inventories Life of asset
Property, Facilities Safety, Equipment Equipment Maintenance Life of asset
Property, Facilities Safety, Equipment Depreciation Life of asset
Property, Facilities Safety, Equipment Vehicle Records: purchase, maintenance, registration Disposition of
vehicle
Property, Facilities Safety, Equipment Intellectual Property: United States Patent Office records,
patent application records, original licensing agreements,
invention disclosures, registered trademark records
Permanent
Property, Facilities Safety, Equipment Career Counseling Records Graduation or date
of last attendance
+ 10 years


Back to Top