Drew University
Records Retention & Destruction Policy
July 2008
Table 1
Records Retention Schedule
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION
Academic, Student
Academic actions (dismissal, etc.)
Office of the University Registrar
Academic integrity code violations (findings of
violation and related case files)
Academic records (including narrative evaluations,
competency assessments, etc.)
Change of Course forms-Continuing Education,
Summer Sessions,
Change of Grade forms
Child Development Center student records
Child Development Center – other records
Change to Student ID number
Class lists (original)
Consent to Release Personally Identifiable
Information (requests for non-disclosure)
Course offerings
Curriculum Change Authorizations
Appropriate School
5 years from graduation or date of
last attendance
Permanent
Office of the University Registrar
Permanent
Office of Continuing Education
5 years from date of enrollment
Office of the University Registrar
Child Development Center
Child Development Center
Office of the University Registrar
Office of the University Registrar
Office of the University Registrar
Permanent
One year after no longer enrolled
One year after record is created
Permanent
Permanent
Kept until next academic year;
signatures kept 5 years
Office of the University Registrar
Permanent
Office of the University Registrar
5 years from graduation or date of
last attendance
Disciplinary records (findings of violation and
Appropriate School
Permanent where penalty imposed is
related case files)
probation, suspension or expulsion
(dismissal)
Enrollment Verifications
Office of the University Registrar
1 year from enrollment date
Faculty grading records
Individual faculty members
10 years from graduation
Financial aid records (applicants who do not enroll) Office of Financial Aid
3 years from date of graduation
Financial aid records (applicants who enroll)
Office of Financial Aid
5 years from graduation date
Grade sheets
Office of the University Registrar
Permanent
Graduation lists
Office of the University Registrar
Permanent
Hold of Encumbrance Authorizations
Office of the University Registrar
Until released
Name changes
Office of the University Registrar
Permanent
Original grad sheets
Office of the University Registrar
Permanent
Student class schedules
Office of the University Registrar
1 year from graduation date or date
of last attendance
Student Registration forms-Continuing Education, Office of Continuing Education and 1 year from registration
Summer Sessions, and Extramural Studies
Summer Sessions
Tern reports
5-7 Years
Transcripts
Office of the University Registrar
Permanent
Transcripts requests
Office of the University Registrar
1 year from submissions date
Transfer Credit Evaluations
5 years from graduation
Veteran Administration Certifications
Office of the University Registrar
5 years from graduations or date of
last attendance
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION
Academic, Student, continued
Withdrawal Authorizations/Leaves of Absence
Office of the University Registrar,
2 Years
Admissions for Applicants Who Do Not Enroll, Whether Accepted or Rejected
Advanced placement records, applications for
Admissions Office
admissions or readmission, correspondence that is
relevant, entrance exam reports (ACT, CEEB, et.al),
residency classification forms, letter of
recommendation, transcripts – high school and other
college
2 years from date of start of
application term
Admissions for Applicants Who Enroll
Advanced placement records, applications for
admission or readmission, correspondence that is
relevant, entrance exam reports (ACT, CEEB, et.al.)
Letters of recommendation
Recruitment materials
Residency certificates
Residency change documents (non-resident to
resident)
Student Waivers for Right of Access (See Letters of
recommendation)
Transcripts – high school and other college
Office of the University Registrar
5 years from graduation or date of
last attendance
Office of the University Registrar
Office of the University Registrar
Office of the University Registrar
Office of the University Registrar
Until date of admission
Until date of enrollment
Until date of enrollment
5 years from graduation or date of
last attendance
Until graduation or date of last
attendance
5 years from graduations of date of
last attendance
Office of the University Registrar
Office of the University Registrar
Publications, Statistical Data/Documents, and Reports
Degree, grade, enrollment, and racial/ethnic
Office of the University Registrar
statistics
Schedule of classes (institutional)
Office of the University Registrar
Catalogs
Office of the University Registrar
Commencement programs
Office of the University Registrar
Permanent
Permanent
Permanent
Permanent
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION
Academic Personnel
Academic search records
Annual Conflict of Interest Disclosure Statements
Grievances
See Affirmative Action/Equal
Opportunity Section
Board Secretary
Appropriate University officer
Personnel files, appointment letters and forms
Tenure or promotion dossiers
See Human Resources Section
Appropriate school office
Trustee decisions regarding academic personnel and Board Secretary
designated executives
3 Years
No cause findings: 3 years from
determination
Cause Findings: Permanent
If action approved, 3 years; if tenure
denied, 3 year from the end of term
appointment
Permanent
Accounting and Finance
Accounts reconciliations (balance sheet)
Accounts Payable Vouchers and attachments
Accounts Receivable Statemetnts , centrally
enerated
Accounts receivable Statements, unit generated
Accounting reports (monthly reports) Schedules of
Deparment Balances, Transaction Statements,
Account Alanysis Statements, monthly and yeartodate salary and wage statements
Annual financial reports and work papers
APPS invoices
Banking records, including deposit and withdrawal
records, bank statements, reconciliation, voided and
canceled checks
Capital equipment records
Appropriate department
Division of Finance
Division of Finance
6 Years
6 Years
6 Years
Appropriate Department
Division of Finance
6 Years
6 Years
Division of Finance
Division of Finance
Appropriate department
Permanent
6Years
6 Years
Division of Finance
Cash receipts
DCAA audit work papers
Depreciation records
Effort Certifications
Indirect Cost Rate Calculations
Inventories
Journal entries and back-up documentation
New account records and back-up documentation
Procurement card charge documentation
Subsidiary ledgers (accounts payable, accounts
receivable, etc.)
Division of Finance
Division of Finance
Division of Finance
Division of Finance
Division of Finance
Appropriate Department
Division of Finance
Division of Finance
Division of Finance
Division of Finance
Life of asset: records of equipment
purchased on federal funds must be
retained for three years after final
disposition
6 Years
6 Years
Life of Assets
6 Years
6 Years
Life of Assets
6 Years
6 years after account closing
6 Years
6 Years
Summary Analysis Reports, end of year (fund,
source, function)
Trial Balances
Transaction Authority cards
Division of Finance
6 Years
Division of Finance
Division of Finance
6 Years
6 Years
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION
Accounting and Finance, continued
Travel Reimbursements and attachments
University Audit work papers
Records related to bond issuance
Division of Finance
Division of Finance
Division of Finance
6 Years
6 Years
Term of bonds + 3 years
Affirmative Action/Equal Opportunity
Academic search plans and statements
Affirmative action programs
Documents supporting other academic or nonacademic selection decisions (e.g., promotion,
termination, competition)
Federal and state-required statistics and reports
Each School
Each School
Appropriate department
3 Years
Permanent
3 years from effective date of
decisions
Office of Human Resources
Permanent
Office of Human Resources
Appropriate department
3 years from date of appointment
3 years from date of appointment
AA officer
No-Cause Findings, 3 years from
determinations
Cause findings, Permanent
Alumni records
Gift records
Alumni Affairs
Development Office
Original gift letter agreements, signed by the
President and the donor
Original gift letter agreements, all others
Planned gifts (trusts, life income, agreements,
annuities), real estate gifts
Development Office
Permanent
6 years for hard copy records
Permanent for electronic records
Permanent
Affirmative Action/ Equal Opportunity
Nonacademic search and hiring forms
Nonacademic search materials and documents
supporting hiring selection decisions
Sexual harassment complains, investigations, and
findings
Alumni Affairs and Development
Development Office
Development office
Permanent
Permanent
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION
Bursar
Student loan records
Office of the University Bursar
Tuition and fee charges
Office of the University Bursar
3 years after the loan has been
repaid in full
6 Years
Construction
As-built drawings
Contracts and agreements
Department of Facilities
Management
Department of Facilities
Management
Permanent
Office of the President
Board Secretary
Board Secretary
Board Secretary
Permanent
Permanent
Permanent
Permanent
Office of Public Safety
5 years
6 Years
`
Corporate Records
Accreditation
Board of Trustee Minutes
Bylaws
Charter
Environmental Health and Safety
Evacuation drill records
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION
Environmental Health and Safety
Fire protection systems records
Fume hood testing records
Hazardous waster disposal manifests and reports
Incident records
Portable extinguisher trainings records
Office of Facilities Management
Office of Facilities Management
Office of Facilities Management
Office of Public Safety
Office of Public Safety
5 Years
3 Years
3 Years
5 Years
3 Years
Human Resources
Employee personnel files (including application,
Office of Human Resources
resume, payroll, appointment/salary forms)
Federal reporting requirements: welfare benefits and Office of Human Resources
other fringe benefit plans (i.e. 5500-s)
Individuals contracts of employment
Office of Human Resources
I-9 Forms (faculty and staff)
I-9 Forms (students)
Occupational injury or illness, Records relating to
Performance appraisals
Search committee records, including employment
applications, resumes, and all applicant search
materials
Volunteer registration forms, parental consent
forms, and agreements
Workers’ compensation claims and insurance
policies
6 years after terminations
Permanent
6 years after terminations
Office of Human Resources
3 Years, or 1 year after termination
(whichever is greater)
Office of Financial Aid and Student 3 Years, or 1 year after termination
Employment
(whichever is greater)
Office of Human Resources
5 Years
Departmental Personnel files
3 years after separation
Departmental Personnel files
3 Years
Appropriate department
3 Years
Office of Human Resources
18 Years
Office of VP for Administration
Office of VP for Administration
Office of VP for Administration
Office of VP for Administration
Office of VP for Administration
Permanent
Permanent
Permanent
Permanent
Permanent
Health Center
30 Years after the person leaves the
university
Health Center
6 Years
Department Office
6 Years
Legal
Consent orders
Court orders
Judgments
Releases
Settlements
Medical
Gannett Health Centers services for regulatory
required medical surveillance and monitoring
records
Gannet Health Center patient records (nonregulatory)
Medical
Outside services for regulatory required medical
surveillance and monitoring records
Payroll
Annual payment records (W-2 Alpha lists,
employee transaction lists)
Imputed income records (auto usage, CCTS)
Information returns riled with federal and state
authorities (W-2, 941, 1042S, etc.)
Leave-reporting documents
Payroll deduction authorization forms (W-4, DBD,
credit union)
Payroll vouchers
Record of payments and deductions (payroll
registers, deduction lists, adjustments)
Time cards, student
University Payroll Office
Permanent
University Payroll Office
University Payroll Office
6 Years
6 Years
University Payroll Office
University Payroll Office
4 Years
5 years after employment ends
University Payroll Office
University Payroll Office
3 years
5 years
Appropriate department
Time cards, other
Wage assignment orders
Appropriate department
University Payroll Office
3 years after the date that all
students loans are paid
3 years
5 years after closed
Pension
Employee eligibility for pension
Office of Human Resources
6 years after death of eligible
employee and beneficiary
Employee personal information (name, address,
social security number, period of employment)
Employee service records
Office of Human Resources
Office of Human Resources
Plan administrator setting forth authority to pay,
Pension paid to employees or their beneficiaries
Office of Human Resources
Office of Human Resources
6 years after death of eligible
employee and beneficiary
6 years after death of eligible
employee and beneficiary
Permanent
6 years after death of eligible
employee and beneficiary
Permanent
Permanent
Pension plans and all attached amendments
Office of Human Resources
Pensions or pension plans filed with the Department Office of Human Resources
of Labor and the Internal Revenue Service
TYPE OF RECORD
OFFICIAL REPOSITORY
DURATION
Planning and Budget
Plans and projections
Division of Finance
Permanent
Office of Public Safety
Office of Public Safety
Office of Public Safety
4 years after report date
4 years after report date
4 years after report date
Purchasing
6 years
Division of Finance
Division of Finance
6 years after expiration of lease or
contract term
Permanent
Division of Finance
Division of Finance
6 Years
10 years after disposal of property
Animal welfare records
Grant and contract applications, proposals, and
supporting documentation
Animal welfare officer – College
Office of Sponsored Programs
Human subject records
IRB
3 years or contract period
6 years after close of grant (for
State)
3 years after close of grant (for
federal grants and contracts)
3 Years or contract period
Public Safety
Accident reports
Crime reports
Property damage reports
Purchasing
Purchase orders, contracts, agreements
Real Property
Documents for leases, licenses, construction
contracts
Property deeds, easements, licenses, rights of way,
leases, rights of first refusal, remainder interests,
mortgages
Property tax returns filed with taxing jurisdiction
Title insurance policies
Sponsored Projects Contracts, Grants
Tax
Assets: acquisition/disposition
Depreciation schedules
Fringe benefits returns
Income tax returns
Information returns (990, 1099, 8282, 90.22, etc.)
Payroll tax returns (W-2, social security,
unemployment tax)
Pension tax returns
Property tax returns
Sales tax returns
See Accounting and Finance Section
See Accounting and Finance Section
See Human Resources section
Division of Finance
Permanent
Division of Finance
Permanent
See Payroll section
See Pension section
See Real Property section
Division of Finance
6 years