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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, General

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Resource notebooks and working files: until superseded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