Records Retention Schedule

SECRETARY OF STATE, ARCHIVES DIVISION

DIVISION 450

COMMUNITY COLLEGES

166-450-0000

Community Colleges

This General Schedule prescribes minimum retention periods for public records created and maintained by the community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
Hist.: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
Version: v1.8.6

The following is a condensed version of the General Schedule.

Records Retention Schedules by Record Type
ADMINISTRATIVE RECORDS
Record Type	Minimum Retention	Maximum Retention	Applicable Department(S)
Accreditation Records, Institutional	Self-study and final evaluation report: Permanent Other records: until accreditation completed	COPY - Needs Updated Self-Study and Final Evaluation Report: Permanent Other Records: 1 year post-accreditation
Administrative Records, Genera l	One Year
Administrative Records, Program	Five Years
Advisory Committee Records	Resource notebooks and working files: until superseded Other records: Three years
Association and Organization Membership Records	Five years
Bookstore Operation Records	Two years
Budget Committee Records	Minutes, recommendations, and budget books: 20 years Other records: Two years
Building and Grounds Repair, Remodeling, and Construction Records	Contracts or agreements documenting building construction, alterations, or repair: 10 years after substantial completion Other records: for the life of the structure	Copy - Needs Updated Contracts or agreements documenting building construction, alterations, or repair: 10 years after substantial completion Other records: for the life of the structure
College Committee Records	Five years
College History Files	Permanent	Permanent
Copyright Records	Five years after expiration of copyright
Correspondence Records	File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and should be retained as needed
Election Records	Clerk certified election results: Five years; Election results and ballot title: Permanent	Clerk certified election results: ??? years Election results and ballot title: Permanent
Equipment and Furniture Inventory Records	Inventory listings: Until superseded Other records: One year	Inventory listings: Once superseded Other records: ??? Years
Equipment Ownership and Operation Records	Two years after disposition of property
Full-Time Equivalency Records	10 years
Governing Board Records	Official copies of minutes, agendas, oaths, resolutions, policies, and election certificates: Permanent Audio recordings: Until transcribed or summarized in minutes Other records: Five years	Official copies of minutes, agendas, oaths, resolutions, policies, and election certificates: Permanent
Grant Records, Administrative	Contracts or agreements documenting building construction, alterations, or repair: retain 10 years after substantial completion Other contracts: Six years after expiration Final grant product or report: Permanent Unsuccessful grant applications: One year Fixed assets' records: Two years after disposition of assets All other records: Five years after final or annual expenditure report accepted	Final grant product or report: Permanent
Institutional Planning Records	Final reports: 20 Years Other records: Five years
Legal Case Files	Five years after closed
Organization Charts	Until superseded	Once Superseded
Policy and Procedure Manuals	Five years after superseded
Professional Development and Awards Records	Three years
Records Management and Archives Program	Accession register and records disposition records: Permanent Other records: Until superseded
Signature Authorization Records	Six years after authorization expires
Vehicle Records	Vehicle title: Until vehicle disposed of or transferred to new owner; Registration, warranties, maintenance agreements, and service records: Two years after disposition of vehicle Other records: One year
Volunteer Program Records	Five years
CONTRACTS AND AGREEMENTS
Record Type	Minimum Retention	Maximum Retention
Bid and Award Records	Accepted agency improvement bids: 10 years after substantial completion Other accepted bids: Six years after bid awarded or canceled Rejected bids or bid exemptions: Two years after bid awarded or canceled
Contracts and Agreements	Contracts or agreements documenting building construction, alterations, or repair: 10 years after substantial completion Other contracts and agreements: Six years after expiration
Instructional Agreements and Records	Working papers: Until contract finalized Other records: Six years after expiration
Personal Service Contracts	Six years after expiration
Software Licensing Agreements	Six years after expiration
Title and Deed Records	Permanent
CURRICULUM AND INSTRUCTION RECORDS
Record Type	Minimum Retention	Maximum Retention
Academic Calendar Records	Three years
Accreditation Records, Professional Programs	Self-study and final accreditation report: Permanent Other records: Until accreditation complete
Class Lists	One year
Class Scheduling Records	10 years
College Catalog Records	Minimum retention: Published catalog: Permanent Other records: One year after catalog published
Corrections Program Records	Computer hardware and software records: One year after disposal of equipment Other records: Five years
Course Enrollment Summaries	Five years
Course Lists	Five years
Course Outline Records	Five years after superseded
Course Syllabus Records	Three years after superseded
Curriculum Development Funds Records	Three years
Distance Education Records	License agreements: Six years after expiration Other records: Five years
High School Dual Enrollment Program Participation Records	Contracts and agreements: Six years after expiration Other records: Five years
New and Revised Certificate and Degree Program Development Records	Working papers: One year Other records: 10 years
Program Student Handbooks	One year
Small Business Development Center Statistical Reports	10 years
DISTANCE EDUCATION/LEARNING RECORDS
Record Type	Minimum Retention	Maximum Retention
Distance Education Records	License agreements: Six years after expiration Other records: Five years
FCC License Records	Six years after expiration
EQUIPMENT/SUPPLIES/PROPERTY RECORDS
Record Type	Minimum Retention	Maximum Retention
Equipment and Furniture Inventory Records	Inventory listings: Until superseded Other records: One year
Equipment Ownership and Operation Records	Two years after disposition of property
Vehicle Records	Vehicle title: Until vehicle disposed of or transferred to new owner Registration, warranties, maintenance agreements, and service records: Two years after disposition of vehicle Other records: One year
FACILITIES RECORDS
Record Type	Minimum Retention	Maximum Retention
Building and Grounds Repair, Remodeling, and Construction Records	Contracts or agreements documenting building construction, alterations, or repair: 10 years after substantial completion (ORS 12.080 and 12.135) Other records: For the life of the structure
Facilities Inventory Records	Until superseded
Prevailing Wage Reports Records	Five years after completion of project
Utility Systems and Equipment Operation Manuals and Maintenance Records	Until equipment no longer in service
FINANCIAL AND ACCOUNTING RECORDS
Record Type	Minimum Retention	Maximum Retention
Account Reconciliation Records	Federal grant records: Five years after annual of financial report accepted Other records: Three years
Accounts Payable Records	Federal grant records: Five years after annual of financial report accepted Other records: Three years
Accounts Receivable Records	Three years after reconciled or deemed noncollectable
Annual Financial Reports	20 years
Audit Reports	Official copy of audit and responses: 20 years Grant fund audits: Five years Other records: One year after audit completed
Bond Records, Financial	Three years after final payment
Budget Planning and Preparation Records	Five years
Budget Records	Final approved budget document: 20 years Other records: Most recent 2 budgets
Budget Status Reports	Year-end report: Five years All other reports: Until superseded
Capital Construction Funding Records	Life of structure
Check Conversion Records	Retain original paper instrument 30 days, destroy Retain ACH transaction or IRD 6 years, destroy
Correspondence, Fiscal	Three years
Credit and Debit Receipts	Retain 36 months after transaction, destroy
General Ledger and Trial Balance Records	Fiscal year-end reports: 20 years Other reports: Until superseded
Grant Records, Financial	Five years after final or annual expenditure report accepted Fixed asset records: Two years after disposition of assets
Journal Vouchers	Three years
Purchasing Records	Vendor files: Until superseded or obsolete Other records: Three years
Receipts and Receipt Registers	Three years
Subsidiary Ledgers, Journals, and Registers	Trust fund ledgers: Two years after trust fund closed Other subsidiary ledgers, journals, and registers: Two years
Unclaimed Property Report Records	3 years after the property is remitted to the Department of State Lands
INFORMATION MANAGEMENT SYSTEMS
Record Type	Minimum Retention	Maximum Retention
Computer Services Disaster Recovery Plans	Until superseded
Computer System Maintenance Records	Records related to system or component repair or service: Life of system or component Records related to regular or essential records backups: Until updated or obsolete
Computer System Program Documentation	For the life of the system
Information System Planning and Development	Implemented systems: For the life of the system Unimplemented systems: three years
Software Management Records	Until software is disposed of
INSTITUTIONAL RESEARCH RECORDS
Record Type	Minimum Retention	Maximum Retention
Institutional Research and Reporting Records	IPEDS reports, OCCURS reports, and other official reports to the Office of Community College Services or U.S. Department of Education: 10 years Other reports: Five years Preparation material: One year
INSTITUTIONAL SERVICE RECORDS
Record Type	Minimum Retention	Maximum Retention
Mail, Copy, and Print Services Account Records	Copy machine accounts: Three years Other accounts: One year
Postal and Shipping Records	Three years
Work Orders Records	One year
INTERCOLLEGIATE ATHLETICS RECORDS
Record Type	Minimum Retention	Maximum Retention
Athletic Eligibility Records	Five years
Athletic Scheduling Records	Six years after expiration
Game Arrangement Records	One year
Game Statistics	20 years
Practice Schedule Records	One year
Student Athletes Eligibility Records	Three years
Student Athlete Medical History Records	Three years
LIBRARY AND MEDIA RECORDS
Record Type	Minimum Retention	Maximum Retention
Acquisition Records	Requesting and ordering records: Two years Purchasing records: Three years Other records: One year
Audio-Visual Materials and Equipment Loan Records	Request forms: 1 term Delivery records and statistical reports: Five years
Borrower Registration Records	Until patron is no longer registered at college and account is cleared
Circulation Records	Statistical reports: 10 years Other records: Until transaction is completed
Cooperative Regional Library Contract Records	Six years after expiration
Cooperative Regional Library Service Records	Establishment documents: Until service disestablished Minutes and exhibits: 20 years Other records: Five years
Films, Videotapes, and Sound Recordings	Final productions: Permanent Preparation material and remaining footage, if final production does exist: Until final product completed Acquired video tapes and films: Retain according to terms of license or copyright agreement with provider	Final Productions: Permanent
Inter-Library Loan Records	Three years
Library Catalog	(a) Holdings records: Until material withdrawn from the collection (b) Serial holdings records: Until subscription terminated or holdings withdrawn
Library Reports	Five years
Overdue Records	Until material returned, debts reconciled or deemed noncollectable, or transferred to Business Office Records of open charges: 10 years
Reference Records	One year
PAYROLL RECORDS
Record Type	Minimum Retention	Maximum Retention
Employee Time and Attendance Records	(a) Time sheets: three years (b) Summary reports: 1 academic year (c) Other records: Two years after employee separation
Employee Payroll Records	Records necessary for PERS enrollment: 75 years Other records: Five years after employee separation if records are filed under name of individual or Three years if records are batch filed
Payroll Register	Year-end official copy: 75 years Other copies including monthly reports: One year
Wage and Tax Statement	Five years
PERSONNEL RECORDS
Record Type	Minimum Retention	Maximum Retention
Affirmative Action/Equal Opportunity Records	Final Plans: 15 years after superseded Equal Opportunity plans, updates and policy statements: 50 years Complaint records and documentation: Three years after final decision Other records: Three years
Bargaining Unit Records	Official copy: 20 years Published manual: Until superseded
Classification Specification Records	Five years after classification inactive or revised
Collective Bargaining Records	Contracts: 50 years Contract development records: 30 years Grievance arbitration decisions: 30 years
Compensation Plan Records	Compensation plans: Five years after superseded Other records: One year
Criminal History Check Records	Two years
Employee Benefits Records	PERS Enrollment records: 75 years Other records: Two years after employee separation or eligibility expired
Employee Medical Records	Hazard exposure records: 30 years after separation, or as specified by 29 CFR 1910.20 Other records: three years after separation
Employment Eligibility Verification Forms (I-9s)	The longer of three years or One year after employee separation
Grievance Records	Five years after resolved
Individual Employee Personnel Records	Employment applications (most recent and first successful), licensure (certification) records, personnel actions, oaths of office, home address/telephone disclosures, emergency notification form (most recent): 75 years after date of hire Complaint and disciplinary records: Three years Other records: Three years after separation
Recruitment and Selection Records	Unsolicited applications: Three months Other records: Two years
Staff Training Records	Five years
Wellness Program Records	Three years
PUBLIC SAFETY RECORDS
Record Type	Minimum Retention	Maximum Retention
Officer Notebooks	Two years
Parking Records	Two years
Vehicle Pool Inspection Records	One year
PUBLICATIONS AND PROMOTIONAL RECORDS
Record Type	Minimum Retention	Maximum Retention
Marketing Research Records	One year
Press Releases	Five years
Publications	Final publication: Permanent Preparation Records: Until final publication printed College catalog: Permanent	Final Publication: Permanent Preparation Records: College Catalog: Permanent
RISK MANAGEMENT RECORDS
Record Type	Minimum Retention	Maximum Retention
Accident, Injuries and Incident Records	Five years
Business Continuity and Recovery Plans	Final plans: Until superseded Other records: Until plan adopted
Environmental Health and Safety Plans and Procedures	Adopted plans: 20 years Other records if federal funding received: three years after annual or final expenditure report submitted Other records if no federal funding received: Two years
Department of Motor Vehicles (DMV) Records	One year
Hold Harmless/Liability Waivers	Six years after expiration
Insurance Claims	Property claims: Five years after all claims settled or closed Personal claims: 10 years after all claims settled or closed
Insurance Policies	10 years after policy expired
Key Issuance Records	One year after key returned
STUDENT FINANCIAL AID RECORDS
Record Type	Minimum Retention	Maximum Retention
Federal Title IV, Program Records, Institutional Records	Agreements: Six years after expiration Records pertaining to borrower eligibility: three years after the end of the award year in which the student borrower last attended the institution Fiscal Operations Report, Application to Participate and supporting documentation: three years after the end of the award year in which the FISAP is submitted Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer
FFELP and Direct Loan Records	: (a) Records relating to a student or parent borrower's eligibility: three years after the end of the award year in which the student borrower last attended the institution (b) Other records relating to the participation in FFEL or Direct Loan Program: three years after the end of the award year in which the records are submitted (c) Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer
Financial Aid Annual Reports	(a) Audit reports, exhibits, findings, rebuttals: 20 years (b) Other records: Until completion of audit
Fiscal Records and Reports	Three years after the end of the award year unless otherwise specified FISAP exception: three years after the end of the award year in which the FISAP was submitted
Perkins Loan Program Records	(a) Records relating to the administration of the loan: three years after the end of the award year for which aid was awarded and disbursed (b) Fiscal Operations Report, Application to Participate and supporting documentation: three years after the end of the award year in which the FISAP is submitted (c) Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer
Student Consumer Information Records	Three years after the end of the award year in which information was published
Student Financial Aid Records	Records relating to a student or parent borrower's eligibility: three years after the end of the award year in which the student borrower last attended the institution Other records relating to the participation in FFEL or Direct Loan Program: three years after the end of the award year in which the records are submitted Fiscal Operations Report, Application to Participate and supporting documentation: three years after the end of the award year in which the FISAP is submitted; Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer
Student Records, Institutional	Three years after the end of the award year in which the FISAP is submitted or until all questions resolved, whichever is longer
STUDENT HOUSING AND FOOD SERVICES RECORDS
Record Type	Minimum Retention	Maximum Retention
Catering and Special Event Records	Two years
Student Housing Contract Appeals Records	Appeals denied: One year Appeals accepted: Six years after contract expires
Student Housing Contract Records	Six years after expiration
Student Housing Incident Records	One year after case closed
STUDENT RECORDS (ACADEMIC AND OTHER)
Record Type	Minimum Retention	Maximum Retention
Assessment Placement and Testing Records	Placement test, GED and NLN test records: Five years Special academic program orientation records: One year Other records: Five years
Grade Records	Official electronic grade records: 75 years Grade change forms or grade sheets: 10 years Contested grade records: Until resolved Other records: One year
Graduation Evaluation Records	Applications for graduations, degree audit records, curriculum deviation/course waiver forms, transcripts from other colleges, transfer credit evaluation forms, or any other documents related to graduation evaluations: 10 years Electronic or paper confirmation that student completed degree requirements: 75 years Diploma replacement requests: One year
Student Academic Advising Records	One year
Student Academic Records	Transcripts, record of academic probation or suspension, and records relating to student records requests and disclosures: 75 years Final and articulated grade sheets, challenge/credit by assessment documents, and grade change requests: 10 years International student records: Five years Applications for admissions: three years Other records: One year
Veterans Student Records	Three years following termination of enrollment period
Agency Sponsored Program Records	Five years
Cooperative Work Experience Records	Contracts and agreements: Six years after expiration Other records: 10 years
Occupational Skills Training Records	One year
Peer Assistant Program Records	One year
Placement Service Records	One year
Services to Students with Disabilities Program Records	One year after date last attended
Student Advising and Counseling Records	Five years
Student Exchange Participant Records	One year
Student Government Administrative Records	Minutes, constitution, bylaws, senate bill and resolution files, officer rosters, and photographs: Permanent Other records: three years
Student Grievance Records	Five years after resolution
Student Handbooks	Permanent
Student Recruitment Records	Current term
Student Rights and Responsibilities Documents	Six years after expiration
Tutoring Records	One year

Records Retention Schedule

SECRETARY OF STATE, ARCHIVES DIVISION

DIVISION 450

COMMUNITY COLLEGES

Records Retention Schedules by Record Type

Record Type

Minimum Retention

Maximum Retention

Applicable Department(S)

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention

Record Type

Minimum Retention

Maximum Retention