Data Retention Guidelines

North Idaho College - Data Retention Guidelines

The following are select examples of records and their applicable Office of Record and retention time periods. This applies to both print and electronic records. See the State of Idaho Records Manual and/or Idaho State Board of Education – Public Higher Education Records Retention Schedule for further detail.  

If you have further questions regarding data retention for a particular item, please contact the helpdesk.

Data Retention Guidelines
Type of Record

 

 Office of Record
(division, , department, office, or other unit which is responsible for managing the applicable record(s))		 Retention Time Period Disposition/Transfer Instruction
Academic Records (Student) Registrar’s Office Permanent Retain in Registrar’s Office vault on microfilm and alternate location
Academic Department Records Respective Department Five Years Retain by faculty member or destroy
Accreditation Documents and Reports Provost’s Office Permanent Retain in Provost’s Office and College Archives
Annual/Biennial Reports President’s Office Permanent Retain in President’s Office for Two Years then Transfer to College Archives
Audit Reports (Fiscal) Audit Five Years Office of Finance and Business
Canvas Course Content Office of eLearning Five Years Transfer to Canvas archives after two years; purge from Canvas archives after five years*
Budget Records Budget Office Permanent Retain in Office of Finance and Business for Five Years then Transfer to College Archives
Contracts** Office of Record Retention Time Period Disposition/Transfer Instruction
a. Contracts- Building Construction and Inspection Records) Facilities Office Permanent Retain in Facilities for life of the building then Transfer to College Archives
b. Contracts – Equipment Service Agreements Office of Finance and Business Life of Asset plus Three Years Destroy
c. Contracts – Facility Leases Office of Finance and Business Term of Contract plus Six Years Destroy
d. Contracts – other Office of Finance and Business Term of Contract plus Six Years Destroy
Correspondence Office of Record Retention Time Period Disposition/Transfer Instruction
a. Correspondence (routine)***
including email		 Individual Time Needed Delete/Destroy
b. Correspondence (Enduring long-term value to the College)
including email		 Individual Permanent
 		 College Archives
Faculty Evaluation (Information, tenure, rank, or tenure review) Dean’s Office Time Needed Destroy
Grants (grant proposals, awards, reports) Office of Finance and Business Five Years Destroy
Housing Records (Student) Housing and Residence Life Until the end of the fiscal year plus five years Destroy
Institutional Reports Office of Institutional Effectiveness Permanent Retain in Office of Institutional Effectiveness for Five Years then Transfer to College Archives
Payroll Office of Finance and Business Permanent Retain in Office of Finance and Business
Personnel Records Office of Record Retention Time Period Disposition/Transfer Instruction
a. Personnel Records – employment contracts, employee verification records Human Resources Fifty Years after Separation Retain in Human Resources
b. Personnel Records, other – non faculty Human Resources Six Years after Separation Destroy
c. Personnel Records, other – faculty Human Resources Permanent  
Purchasing Office of Finance and Business Five Years Office of Finance and Business
Student Records (other than academic or health records – e.g., conduct, financial, etc.) Respective Office Three Years after the end of the last semester attended Destroy
Student Organization Files Student Involvement and Leadership Center Permanent Retain in Student Involvement and Leadership Center for Five Years then Transfer to College Archives
College Publications (bulletins, catalogs, handbooks, programs, etc.) College Archives Permanent Retain in College Archives
Vehicle Titles and Registrations Office of Finance and Business Term of Document plus One Year Destroy
Vehicles – Inspection Repair and Maintenance Records Office of Finance and Business Life of the Asset plus One year Destroy
Minutes Office of Record Retention Time Period Disposition/Transfer Instruction
a. Faculty Senate Fac. Sen. Chair Permanent Retain in Provost’s Office for Five Years then Transfer to College Archives
b. ASNIC Student Involvement and Leadership Center Permanent Retain in Student Involvement and Leadership Center for Five Years then Transfer to College Archives
c. Other
committees, councils, organizations, etc.		 Chairperson Files Permanent Transfer to College Archives

 

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