Spreadsheet: 1813958c-3e58-4103-8f77-270e5bc7cfe0
Sheet: Sheet1

Record [NAME] |  |  | Updated:
Document Description | Storage Media |  | Official Creator/Repository | Retention Period (in Years)
INSTITUTIONAL AND LEGAL DOCUMENTS
Articles of Incorporation |  |  | Secretary of the College | Permanent
Charter |  |  | Secretary of the College | Permanent
By-Laws |  |  | Secretary of the College | Permanent
Minutes of Board Meetings |  |  | Secretary of the College | Permanent
Minutes of Board Commitee Meetings |  |  | Secretary of the College | Permanent
[NAME] (Property) |  |  | General Counsel /Business Office | ACT + 6
Leases | Paper /Electronic |  | General Counsel /Business Office | ACT +6
Contracts | Paper /Electronic |  | General Counsel /Business Office | ACT +6
Accreditation Documentation | Paper /Electronic |  | GSEC, [NAME] Office/ CAS to Provost | Permanent
Board of Trustee Correspondence |  |  | President's Office/Secretary of the College | Permanent
Presidential records |  |  | President's Office | Permanent
Litigation Files, Court Documents and Records, and Discovery Materials - cases resulting in major policy modification, pleadings, final decisions, copies of records of the courts of cases considered historical |  |  | General Counsel | Permanent
Litigation Files, Court Documents and Records, and Discovery Materials - All other not referenced above |  |  | General Counsel | 6 years after final decision
[NAME]-client Correspondence |  |  | General Counsel | Permanent
[NAME]-client Notes |  |  | General Counsel | Permanent
Mortgage Records |  |  | Business & Finance | Permanent
Non-litigated Claims |  |  | Risk Management | ACT + 3
Property Appraisals |  |  | Business & Finance | Permanent
Institutional Planning Records - final planning reports, proposals, goal and objective statements, and instructions and explanations of process, internal planning committee materials |  |  | President's Office | Permanent
Facilitites Institutional Planning Records - CUMP final and back up materials |  |  | General Counsel / Facilities | Permanent
Institutional Survey and Reporting Records
- final reports including the HEGIS/IPEDS survey forms (b) 10 years, all other records, destroy |  |  | Office of Institutional Research/Grad/Law | Permanent
- all other records |  |  | Office of Institutional Research/Grad/Law | 10 years
ACCOUNTING and FINANCE
Financial Aid Records (Student Accts and SFS Offices)
Financial Aid Applications and Financial Aid Awards for Matriculated Students | electronic |  | Financial Aid Office | ACT +5
Financial Aid Applications and Financial Aid Awards for Students who do NOT matriculate | electronic |  | Financial Aid Office | ACT+1
Financial Aid Credits & Student Payments | electronic |  | Student Accounts | ACT +5
Loan eligibility and disbursemenet info including lender name and contact information | electronic |  | Financial Aid Office | ACT +5
Institution Loans | electronic |  | Financial Aid Office | Permanent
Fiscal Operations Report and Application to Participate (FISAP) | electronic |  | Financial Aid Office | ACT + 3
Federal Student Aid Draw downs from G5 system | electronic |  | Business Office | ACT + 3
Perkins Prom. Notes  - Cancellation for bankruptcy or [NAME]. Disability | electronic |  | Student Accounts | Permanent
Perkins Prom. Notes  - Paid in Full | electronic |  | Student Accounts | ACT +3
Federal Pell Grants Electronic Statement of Acct (ESOA) | electronic |  | Financial Aid Office | ACT +5
[NAME] | electronic |  | Student Accounts | ACT +5
Credit Card Payment Authorization | Paper |  | Student Accounts | In Office 1 fiscal yr then destroy
[NAME] and Dr Card Receipts | Paper |  | Student Accounts | In Office 1 fiscal yr then destroy
1098's | electronic |  | Student Accounts | Min. 3 Years
Accounts Receivable | Paper: Electronc |  | Student Accts Services | 7
Uncollected Accounts |  |  | Student Accts Services | 7
Collection Records |  |  | Student Accts Services | 7
Accounts Payable (Cks, wires, EFT, disbursement records) | Paper Backup / Electronic Hx |  | Business Office | 7
Purchase Orders |  |  | Business Office | 3
Invoices or expense records |  |  | Business Office | 7
[NAME] | 1 Yr Paper/Electronic |  | Business Office | 7
Vouchers / Voucher Register | 1 Yr Paper/Electronic |  | Business Office | 4
Journals  & JE Yr End | 1 Yr Paper/Electronic |  | Business Office | 10
[NAME] | Paper |  | Business Office | 3
reimbursed Travel Records (Employees) | Paper |  | Business Office | 5
Book Store Point of Sale | Electronic |  | Business Office | 5 years (indivdual sales - 1 year)
Bank Records
Bank Statements | Electronic |  | Business Office | 7
Bank Reconciliations | 1 Yr Paper/Electronic |  | Business Office | 7
Deposit Records | 1 Yr Paper/Electronic |  | Business Office | 5
Cancelled Checks/Wire Transfers | Electronic |  | Business Office | 7
Financial
General Ledgers | 1 Yr Paper/Electronic |  | Business Office | Permanent (Destroy all old paper.  Keep only electronic)
Annual Financial Report (Audited) | Paper: B.O. Files and electronic |  | Business Office | Permanent
Audit Work Papers | 4 Yr Paper/Electronic |  | Business Office | 7 years
Unclaimed Property | 1 Yr Paper/Electronic |  | Business Office | Permanent
Bond Issue Docs | Paper/Electronic |  | Business Office/General Counsel | Permanent
Budget Records
Budget Backup Docs | Paper/Electronic |  | Business Office | 7 years (Note: no legal req.)
Budget [NAME] (in Board Books) | Electronic |  | General Counsel | Permanent
Annual Budget (In BOT Book) | Electronic |  | General Counsel | Permanent
Grant Records
Federal Grant Records | Paper / Electronic |  | Business Office | ACT + 3
Private [NAME] | Paper / Electronic |  | Business Office | ACT + 6
Tax Returns
Tax Returns  - Property Tax | 3 Yr Paper/Electronic |  | Business Office | 3  years (Exemption application and determination of exemption should be kept permanently)
Tax Returns 990 and 990-T | 3 Yr Paper/Electronic |  | Business Office | Permanent
Tax Reports 1099 | Electronic |  | Business Office | 3
Property Tax Reports | 3 Yr Paper/Electronic |  | Business Office | Permanent
Investments
Investment Reports Records | Paper / Electronic |  | Business Office | Permanent
Monthly/Quarterly Investment Statements for Managers/Brokers | Paper / Electronic |  | Business Office | Current year + 2 years
Subscription Agreements/Contracts | Electronic |  | Business Office | Permanent
Consultant Reports | Electronic |  | Business Office | Permanent
Capital Property Records | HAVE ALL CAPITAL PROPERTY RECORDS PULLED AT YEAR END FOR SEPARATE FILE
Capital Equipment Records | Paper/Electronic |  | Business Office | 4 years after Sale of Property/  Equipment
Capital Property Records | Paper/Electronic |  | Business Office | Permanent
Capital Equipment - Vehicles | Paper/Electronic |  | Business Office | 4 years after Sale of Property/  Equipment
Inventory (Bookstore) | Paper/Electronic |  | Business Office | 7
HUMAN RESOURCES RECORDS
Wage and Personnel Records | Through 2007 only saved as paper -  2008 forward is electronic only.
Employement Applications - not hired | Paper / Electronic |  | Human Resources | 3
Employement Applications -  hired - Part of Employment Record | Paper / Electronic |  | Human Resources | ACT + 6
Attendance records | Paper / Electronic |  | Human Resources | 3
Cost of Living tables | Electronic |  | Human Resources | 1
Disciplinary Warnings and Actions | Paper / Electronic |  | Human Resources | 3
Employee Evaluations | Paper / Electronic |  | Human Resources | 3
Exempt Absence Reports and Employee Time Sheets | 1 Yr Paper/Electronic |  | HR/Individual Departments | 6 yrs after last tax year applied to
Federal and State Tax Records | 1 Yr Paper/Electronic |  | Human Resources | 7 years for annual reports; 3 years for monthly reports
FUTA Fax Records | 1 Yr Paper/Electronic |  | Human Resources | 4 years
Garnishment Records | Paper |  | Human Resources | 6 year
Individual Employee Files | Paper / Electronic |  | Human Resources | ACT + 6
[NAME] or Termination | Paper / Electronic |  | Human Resources | 3
Payroll Records | 1 Yr Paper/Electronic |  | Human Resources | 6 years after last tax year applied to
Personnel Actions | Paper / Electronic |  | Human Resources | 3
Promotions | Paper / Electronic |  | Human Resources | ACT + 6
Transfers | Paper / Electronic |  | Human Resources | 3
Tuition Exchange applications/documents |  |  | Provost Office | 5
Wage Rate Tables | Electronic |  | Human Resources | 3 years
Student Employment Records
I9 Forms | Electronic |  | HR/Student Employment | ACT + 3
Job Announcements and Advertisements | 1 Yr Paper/Electronic |  | HR/Student Employment | 6
Salary or Current Rate of Pay | Electronic |  | HR/Student Employment | 6
Student Employment Agreements | 1 Yr Paper/Electronic |  | HR/Student Employment | 6
Verification of Employment (from potential employers) |  |  | HR/Student Employment | 1 year
Wage or [NAME] | Electronic |  | HR/Student Employment | 6 yrs after last tax year applied to
Faculty Personnel Records
Course Evaluation Forms | Paper / Electronic |  | Appropriate Dean's Office | ACT + 5
Employment Correspondence | Paper / Electronic |  | Appropriate Dean's Office | ACT + 5
Faculty Committee Evaluation Reports | Paper / Electronic |  | Appropriate Dean's Office | ACT + 5 or Permanent
Faculty Files | Paper / Electronic |  | Appropriate Dean's Office | Permanent
Peer Review Documents | Paper / Electronic |  | Appropriate Dean's Office | ACT + 5
Scholastic Evaluation | Paper / Electronic |  | Appropriate Dean's Office | ACT + 5
Tenure Records | Paper / Electronic |  | Appropriate Dean's Office | ACT + 5
General [NAME] |  |  | Human Resources
EEO-6 Reports | Paper / Electronic |  | Human Resources | 3
Superseded Employee Manuals | Paper / Electronic |  | Human Resources | 6
Superseded Job Descriptions | Paper / Electronic |  | Human Resources | 6
[NAME] Agreements | Paper / Electronic |  | Human Resources | 6
University Administrative Policies | Paper / Electronic |  | Human Resources | 10
Campus Crime Reports
Campus Crime Reports (Clery Act) |  |  | Campus Safety | 7
Campus Crime Data |  |  | Campus Safety | Permanent
Miscellaneous Service Reports (MSRs) - accident, motor vehicle accident, injury and other |  |  | Campus Safety | 7
Local or Oregon State Police Reports |  |  | Campus Safety | 2
INSURANCE AND RISK MANAGEMENT
Accident Reports | Paper / Electronic |  | Business Office | 6
Air or Water Waste Emmissions Records | Paper / Electronic |  | Occup. Health & Safety | 3
Asbestos records regarding hazardous exposure | Paper / Electronic |  | Occup. Health & Safety | Permanent
Claims | Paper / Electronic |  | Business Office | ACT + 10
College Liability Insurance Consortium Board Materials | Paper / Electronic |  | Business Office | 10
Employee Exposure Records and Medical Records | Paper / Electronic |  | Occup. Health & Safety | 30
Expired Regulatory Permits | Paper / Electronic |  | Occup. Health & Safety | 6
Fire Inspection Reports | Paper / Electronic |  | Business Office | 6
Hazardous Chemical Waste Records | Paper / Electronic |  | Occup. Health & Safety | 6
Incident Report of sexual molestation | Paper / Electronic |  | Business Office | Permanent
Incident Reports of Bodily Injury | Paper / Electronic |  | Business Office | 7 years unless claim develops
Insurance Certificates | Paper / Electronic |  | Business Office | Permanent
Insurance Policies - Liability | Paper / Electronic |  | Business Office | Permanent
Insurance Policies - Property | Paper / Electronic |  | Business Office | 10
Laboratory Practices | Paper / Electronic |  | Occup. Health & Safety | Active
Regulatory Permits | Paper / Electronic |  | Occup. Health & Safety | 6
Release & Waivers | Paper / Electronic |  | Business Office | 7
Worker’s Compensation Claim Logs | Paper / Electronic |  | Occup. Health & Safety | 5 years from the end of the year covered
Worker's Comp Open and Closed | Paper / Electronic |  | Occup. Health & Safety | Maintain until the latest – 5 years from injury; 1 year compensation last provided; until all compensation paid; or if an audit has been conducted, until findings t have become final
INSTITUTIONAL ADVANCEMENT/DEVELOPMENT OFFICE
Trusts/Bequests | Paper / Electronic |  | Institutional Advancement | Permanent
[NAME] | Paper / Electronic |  | Institutional Advancement | Permanent
Endowment Records | Paper / Electronic |  | Business/Finance | Permanent
Deeds and [NAME] for Donated Real Property Subsequently Sold | Paper / Electronic |  | Business/Finance | Permanent
Life Income Agreements | Paper / Electronic |  | Institutional Advancement | ACT + 6 / Planned gifts - Permanent
Scholarships Agreements | Paper / Electronic |  | Institutional Advancement | Permanent
Correspondence w/Major Donors | Paper / Electronic |  | Institutional Advancement | Permanent
[NAME] | Paper / Electronic |  | Institutional Advancement | Permanent
Donor/Prospect Research Reports | Paper / Electronic |  | Institutional Advancement | Permanent
Presidential Briefings | Paper / Electronic |  | Institutional Advancement | Permanent
Stewardship Reports | Paper / Electronic |  | Institutional Advancement | Permanent
Database Records | Paper / Electronic |  | Institutional Advancement | Permanent
Prospect, contact Reports | Paper / Electronic |  | Institutional Advancement | Permanent
Board of Trustees & Campaign | Paper / Electronic |  | Institutional Advancement | Permanent
Steering Committee Meeting Materials & Member [NAME] | Paper / Electronic |  | Institutional Advancement | Permanent
Campaign Reports | Paper / Electronic |  | Institutional Advancement | Permanent
Public Relations Materials | Paper / Electronic |  | Institutional Advancement | Permanent
Donor Files | Paper / Electronic |  | Institutional Advancement | Permanent
Special Event Records | Paper / Electronic |  | Institutional Advancement | Permanent
Student Newspapers |  |  | Student Newspaper | Permanent
STUDENT RECORDS
General Student Records
[NAME] | Paper / Electronic |  | Admissions / Inst. Research | 10
Enrollment Statistics | Paper / Electronic |  | Admissions / Inst. Research | 10
[NAME] | Paper / Electronic |  | Inst. Research | 10
Racial/Ethnic Statistics | Paper / Electronic |  | Inst. Research | 10
Degree Statistics | Paper / Electronic |  | Admissions/ Inst. Research | 10
Admissions |  |  | (*yrs after date of last attendance; ** yrs after application term)
Application materials for matriculated students | Paper / Electronic |  | Registrar's Offices | 5*
Application materials who are accepted and do not attend | Paper / Electronic |  | Admissions Offices | 1**
Academic Record | Paper / Electronic |  | Registrar's Office | Permanent
Address Changes | Paper/Electronic |  | Registrar's Office | 1
Advanced placement | Paper / Electronic |  | Registrar's Office | 5*
Application for Graduation | Paper / Electronic |  | Registrar's Office | 5*
Class Schedules | Paper / Electronic |  | Registrar's Office | 1*
Clearinghouse Transmission Files | Paper/Electronic |  | Registrar's Office | 1
[NAME] | Paper/Electronic |  | Registrar's Office | Permanent
Course Drop/Add Slips | Paper / Electronic |  | Registrar's Office | 1
Course Waivers | Paper/Electronic |  | Registrar's Office | 5
Date of Graduation and Degree Award | Paper / Electronic |  | Registrar's Office | Permanent
Degree Audit Records | Paper / Electronic |  | Registrar's Office | 5*
Diploma Requests | Paper/Electronic |  | Registrar's Office | 1
Disciplinary Files | Paper / Electronic |  | [NAME] of Students / Dean of GSEC/Law | ACT; 7 yrs from end of academic yr in which last contact occurred; Permanent if Expulsion
Enrollment Verification Requests | Paper/Electronic |  | Registrar's Office | 1
Extention of Incomplete Requests | Paper/Electronic |  | Registrar's Office | 5
FERPA Annual Notifications | Paper/Electronic |  | Registrar's Office | 1
Foreign Student (I-20) Forms | Paper / Electronic |  | Office of Int'l Students | 5*
Grade Change Forms | Paper/Electronic |  | Registrar's Office | 5
GSEC School Placement Records | Paper / Electronic |  | Office of [NAME] and Licensing Services
Higher Education Act Notification | Paper/Electronic |  | Registrar's Office | 1
Independent Study Forms | Paper/Electronic |  | Registrar's Office | 1
Leave of Absence Form | Paper/Electronic |  | Registrar's Office | 5
Name Change Authorizations | Paper / Electronic |  | Registrar's Office | 5*
Pass/Fail Requests | Paper / Electronic |  | Registrar's Office | 1
Personal Data Forms | Paper / Electronic |  | Registrar's Office | 1*
Petition for Modifications or Waiver of Academic Requirements | Paper/Electronic |  | Registrar's Office | 5
Practicum Applications | Paper/Electronic |  | Registrar's Office | 1
Prerequisite Substitute/Waiver/Substitution Forms | Paper/Electronic |  | Registrar's Office | 5
Record of Requests for Disclosure of Education Records | Paper/Electronic |  | Registrar's Office | 1
Registration Forms | Paper / Electronic |  | Registrar's Office | 1
SAP Review Documentation | Paper/Electronic |  | Registrar's Office | 2
Student Academic Support | Paper / Electronic |  | Student Support Services | 5*
Student Counseling Center Records | Paper / Electronic |  | Student Counseling Center | 7 yrs from end of academic year in which  last contact occurred
Student Handbook | Paper/Electronic |  | [NAME] of Students | Permanent
Student Health Center Records | Paper / Electronic |  | Student Health Center | 7 yrs from end of academic year in which the student was last enrolled at the college
Student Request for Access to Records | Paper/Electronic |  | Registrar's Office | 5
[NAME] | Paper / Electronic |  | Registrar's Office | 1
Transfer Credit Evaluations | Paper / Electronic |  | Registrar's Office | 5*
Tuition and Fee Charges | Paper / Electronic |  | Student Accounts | 5*
VA - Certification Request for Veterans | Paper/Electronic |  | College VA Services Office - GSEC Reg. | 5
VA Certificates of Eligibility | Paper/Electronic |  | College VA Services Office - GSEC Reg. | 5
VA-Form 22-1995 | Paper |  | College VA Services Office - GSEC Reg. | 5
VA-Form 22-1999b | Paper/Electronic |  | College VA Services Office - GSEC Reg. | 5
Withdrawal Form | Paper/Electronic |  | Registrar's Office | 5