Spreadsheet: 07df7b2c-406f-483e-bc3b-7bb06aa7ce5a
Sheet: Sheet1

Hamilton College | Unnamed: 1 | CFY = Current Fiscal Year | Unnamed: 3 | Unnamed: 4 | Unnamed: 5 | Unnamed: 6 | Unnamed: 7
Records [NAME]
Description |  | Retention in Office | Retention in Dunham | Statutory | Total College Retention | Final Disposition | To Archives?
Business Office
Student Tuition Accounts
 | Student Tuition Account File | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Correspondence
 | Withdrawals Notices
 | Outside Scholarship Information
 | Financial Aid Transmittal Reports | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Billing Records | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Cash Receipts | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Accounts Receivable Subsidiary Ledger |  | 6 Years | * | CFY plus 7 Years | Destroy
 | FISAP | Permanent |  |  | Permanent |  | No
General Accounts Receivable
 | Datatel Billing Reports | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Datatel Cash Receipts Reports | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Accounts Receivable Subsidiary Ledger | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
Student Loan Accounts
 | Student Loan File |  | 3 Years after Loan has been Repaid in Full | * | 3 Years after Loan has been Repaid in Full | Destroy
 | Original Promissory Notes |  |  | Refer to:
 | Repayment Schedules |  |  | 34 CFR 668.24(e)
 | Personal & Confidential Information
 | Correspondence
 | Deferment Forms
 | Account Summaries
 | Bank Reconciliations | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Account Reconciliations | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | AFSA Reports | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
General Accounting
 | Account Reconciliations | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Accounts Payable Vouchers and Attachments | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Annual Audited Financial Statements | Permanent |  |  | Permanent |  | Yes - Add'l Copy
 | Management Letters | Permanent |  |  | Permanent |  | No
 | Banking Records, including Deposit and Withdrawal Records, Bank Statements and Reconciliations, Voided and Cancelled Checks | CFY plus 1 Year | 6 Years; checks for large purchases, such as property, permanent | * | CFY plus 7 Years | Destroy
 | Capital Equipment Records |  | 3 Years after Final Disposition of capital equipment | * | 3 Years after Final Disposition of capital equipment | Destroy
 | Cash Receipts | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Depreciation Records |  | Life of asset plus 4 years | * | Life of asset plus 4 years | Destroy
 | Journal Entries and Back-Up Documentation | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | [NAME] (A/P, A/R, etc.) | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Trial Balances | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Travel Reimbursements and Attachments | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Audit Workpapers | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Information Returns (990, 1099, etc.) |  | Permanent |  | Permanent |  | No
Sponsored Grants and Contracts
 | Grant and Contract Files (Federal) | 1 yr after Close of Grant | 2 Years | * | 6 Years after Close of Grant, unless terms of grant specify longer | Destroy
 | Grant and Contract Files (State of New York) | 1 yr after Close of Grant | 5 Years | * | 6 Years after Close of Grant, unless terms of grant specify longer | Destroy
 | Grant and Contract Files (Non-Gov't) | 1 yr after Close of Grant | 2 Years | * | 6 Years after Close of Grant, unless terms of grant specify longer | Destroy
 | Annual Financial Reports (A-133) | Permanent |  | * | Permanent |  | No
 | Capital Equipment Records | 3 Years after Close of Grant |  | * | 3 Years after Close of Grant, unless terms of grant specify longer | Destroy
 | Indirect Cost Rate Calculations | CFY plus 7 Years |  | * | CFY plus 7 Years, unless terms of grant specify longer | Destroy
 | Effort Certifications | CFY plus 7 Years |  | * | CFY plus 7 Years, unless terms of grant specify longer | Destroy
Payroll |  |  |  | *
 | Annual Payment Records (W-2, [NAME]) |  | Permanent |  | Permanent |  | No
 | Information Returns filed with Federal and State Authorities (W-2, 941, 1042S, Etc.) | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Employee W-4 and I-9 Forms |  | 5 Years after Employment Ends |  | 5 Years after Employment Ends | Destroy
 | Record of Payments and Deductions (Payroll Registers, Deduction Lists, Adjustments) | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
 | Time Cards | CFY plus 1 Year | 6 Years | * | CFY plus 7 Years | Destroy
*   Regulation column is equal to or greater than Statutory | College Policy is Equal to or Greater than Statutory
Student Health Center
 | Student Medical Records |  |  | 7 Years | 7 Years | Shred via Confidata
 | Student Immunization Records | 10 Years |  | 10 Years | 10 Years | Shred via Confidata
 | Athletic Trainer | 10 years |  | 10 years | 10 years | Shred via Confidata
 | Employee Medical Records
 | Employee Immunization Records | 10 Years |  | 10 Years | Indefinitely | Shred via Confidata
 | Visitor Medical Records | 7 Years |  | 7 Years | 10 Years | Shred via Confidata
 | Pre Hospital Care Report (EMT Call) | 3 Years, or if  Minor, 7 Years after 18th Birthday |  | 3 Years, or if Minor, 10 Years after 18th Birthday | 3 Years, or if Minor, 10 Years after 18th Birthday | Shred via Confidata
 | Copy of Medical Providers Professional Licenses | Permanent (current only) |  |  | Permanent | Shred via Confidata
 | Copy of EMT's Certification | 7 Years |  | 3 Years | 7 Years | Shred via Confidata
Communication & Development
 | Alumni:  Correspondence, File Memos, [NAME], Etc. |  |  |  | Kept Indefinitely until Death of Alumni; then Condensed and Archived |  | Upon Death of alumni
 | Parents, Friends, Widows:  Correspondence, File Memos, Etc. | [NAME] under $1,000 kept in General Filing Boxes |  |  | 5 Years | Shred
 |  | Inactive Parent [NAME] and placed in back of Child's/Graduate's Folder. |  |  | Until Relationship/Giving becomes Inactive | Archived or Destroyed
 |  | Friends and Widows Folders are Condensed, then Archived or Shredded
 | Endowment Agreement Documents |  |  |  | Never Inactive | Maintained in Business Office Vault
 | Estate folders:
 | Originals of all Planned Giving Legal Documents |  |  |  | Indefinitely in Business Office Vault
 | Correspondence of Estates |  |  |  | Indefinitely in Business Office Vault
 | Gift Annuity Contracts |  |  |  | Indefinitely in Business Office Vault
 | Trust Documents |  |  |  | Indefinitely in Business Office Vault
 | Pooled Income Funds |  |  |  | Indefinitely in Business Office Vault
 | Instrument of Transfer Documents |  |  |  | Indefinitely in Business Office Vault
 | Corporation & Foundations:  Correspondence, [NAME], Receipts |  |  |  | Indefinitely |  | Inactive Folders Condensed and Archived
 | Prospect Profiles | Created and maintained on Datatel |  |  | Indefinitely for Confidential use by College Fundraisers
 | All [NAME] |  |  |  | Noted on Datatel for Long-Term Reference
Dean of Students Office
 | Harassment/Sexual Misconduct Records |  |  |  | The Chair shall keep only such Records as are needed for the Board's Semi-Annual Report.
 |  |  |  |  | College Officer and President shall keep all information for 6 Years | Destroyed
 | [NAME] | Dean of Students Office |  |  | Case of suspension or expulsion are kept indefinitely; cases reported to the Department of Education for Clery purposes are kept for 7 years; all others are retained until student graduates. | Cases of suspension or expulsion are retained indefinitely; cases reported to the Department of Education for Clery purposes are shredded after 7 years; all  others are shredded after the student graduates.
 | Honor Court |  |  |  | Cases involving suspension or expulsion are retained indefinitely.  All others are destroyed one year after the student's graduation. | Cases involving suspenion or expulsion are retained indefinitely.  All others are destroyed one year after the student's graduation.
 | File on every Current Student, which Contains Application, SAT Scores, HS Transcripts, Notes about the Student, Academic Warnings, other Important Information |  |  |  | 4 Years |  | Upon Graduation file is purged, except for application, transcript, other information that impacts Student's transcript.  Archived in basement of Root House
 | Campus Safety Incident Reports | 7 years |  |  | 7 years | Destroyed
[NAME] of Faculty
 | Annual Reports |  |  |  | Permanent
 | Tenure and Promotion Files: Recommendations, Evaluations, Materials submitted for Promotion or Tenure (Approval or Denial Recommendations, Tenure Appeals and Pertinent Correspondence) |  |  |  | Personnel File
 | Committee Files:  Agenda, Minutes, Correspondence, Reports for Committees that are not College-Wide |  |  |  | Permanent
 | Standing Committees |  |  |  | Permanent
 | Department Files |  |  |  | Permanent
 | Conference Files |  |  |  | 3 Years | Destroy
 | Correspondence dealing w/Policy and/or Programs |  |  |  | Permanent
 | Correspondence dealing with Fiscal Matters |  |  |  | 3 Years | Destroy
 | Correspondence that is not Policy, but Informative |  |  |  | 3 Years | Destroy
 | Records that Document Policies |  |  |  | Permanent
 | Data used in Preliminary Reports, Working Papers, Etc. |  |  |  | Useful Life
 | Legal Cases |  |  |  | 6 Years after Final Settlement
 | Budget Information: Budget Requests and Budget Worksheets and Files |  |  |  | 3 Years | Destroy
 | Faculty Meeting Minutes |  |  |  | Permanent in Archives
 | Department Reviews |  |  |  | Permanent
 | [NAME] |  |  |  | Kept until Faculty Leaves | Destroy
 | Foundation Files/Endowment Funds |  |  |  | 10 Years
 | Non-Hires Faculty: Applications, Resumes, Etc. |  |  |  | 3 Years | Destroy
 | Middle States: Reports and Supporting Documentation and Final Report |  |  |  | Previous Report, then to Archives
 | Copies of Teaching Evaluations |  |  |  | Retain until Full Professor status is [NAME].
 |  |  |  |  | Full Professor - 3 Years.  If they [NAME], Retain 3 Years, then Destroy
 | Personnel Files of Terminated/Retired Faculty |  |  |  | Permanent
 | Personnel Files of Administrators |  |  |  | While active plus 5 Years | Destroy
 | Numeric evaluations |  |  |  | Permanent
 | Affirmative Action Position Applicant Files: Data on Search and Correspondence |  |  |  | 6 Years | Destroy
 | Search Committees |  |  |  | 3 Years | Destroy
Auxiliary Services
 | Risk Management:
 | Claims (Not Related to Employment) | Active |  |  | Active | Destroy
 | Insurance Policies | CFY plus 6 Years, or until any open claim under a policy has closed |  |  | CFY plus 6 Years, unless terms of policy specify longer | Destroy
 | Insurance Claim Documents | CFY plus 6 Years, or until any open claim under a policy has closed |  |  | CFY plus 6 Years, unless terms of policy specify longer | Destroy
 | Student Drivers:
 | [NAME] | CFY plus 3 Years |  |  | CFY plus 2 Years | Destroy
 | MVR Reports | CFY |  |  | 1 Year | Destroy
 | Real Estate:
 | Mortgages | Active & Closed |  |  | Permanent
 | Occupancy Agreements | CFY plus 6 Years |  |  | CFY plus 6 Years | Destroy
 | Deeds and Titles | Permanent |  |  | Permanent
 | Sales of Property Records | Permanent |  |  | Permanent
 | Property Tax Records | CFY plus 6 Years |  |  | CFY plus 6 Years | Destroy
 | Leases:
 | Copiers | CFY plus 6 Years (or term of lease if longer) |  |  | CFY plus 6 Years | Destroy
 | Postage Meter Equipment | CFY plus 6 Years (or term of lease if longer) |  |  | CFY plus 6 Years | Destroy
 | NY and Washington Apartments | CFY plus 6 Years (or term of lease if longer) |  |  | CFY plus 6 Years | Destroy
 | Contracts and Agreements:
 | Contracts (copies) that are sent to me by other Departments | Active |  |  | Active
 | Trademark Records | Active plus 6 Years |  |  | Active plus 6 Years
 | Purchase Orders:  Purchasing Copy (Processed/Paid Purchase Orders are Part of Accounts Payable Records | CFY plus 1 year |  |  | CFY plus 1 year | Destroy
 | Summer Program Medical Records & Immunizations | Until 21 Years old |  | Until 21 Years old; in case of underage attendee, record should be kept for 10 years past date that attendee reaches age of majority (18) | Until 21 Years old; in case of underage attendee, record should be kept for 10 years past date that attendee reaches age of majority (18) | Shred via Confidata
 | [NAME]:
 | Deposit Records | CFY plus 2 Years |  |  | CFY plus 2 Years | Destroy
 | Card Balances (Inactive Cardholders) | Permanent |  |  | Permanent
Physical Plant
 | Building Plans and Specifications:
 | Construction Document as Built | Existing Structures |  |  | Existing Structures |  | Yes
 | Construction Shop Drawings | Existing Structures |  |  | Existing Structures | Destroy | No
 | Specifications | Existing Structures |  |  | Existing Structures | Destroy | No
 | Building Maintenance Manuals | Existing Structures |  |  | Existing Structures | Destroy | No
 | Utility Drawings | Permanent |  |  | Permanent |  | Yes
 | Legal Documents:
 | Right of Ways | Permanent |  |  | Permanent |  | Yes
 | Certificates of Occupancy | Current Renovation |  | Existing Structures | Existing Structures | Destroy | No
 | Water Agreements | Life of Agreement |  | Life of Agreement | Permanent |  | Yes
 | Building Variances | Current Renovation |  | Existing Structures | Existing Structures | Destroy | No
 | Fire Protection/Life Safety Systems
 | Acceptance Testing/Certification | All existing Systems, plus 5 Years |  |  | 5 Years | Destroy | No
 | Inspection/Maintenance Fire Protection System | 10 Years |  | 3 Years | 10 Years | Destroy | No
 | Inspection/Maintenance Fire Extinguishers | 5 Years |  | Current Inspection Report | 5 Years | Destroy | No
 | Fire Alarm Systems | All Existing Systems |  |  | Until System is Decommissioned | Destroy | No
 | Utility System Records:
 | Water Tank | Current |  |  | Permanent |  | Yes
 | Wastewater Discharge Records | Current, plus 10 years |  |  | Permanent |  | Yes
 | Potable Water Health Testing/Reports/Investigations | 15 Years |  | up to 10 Years | 15 Years | Destroy | No
 | Asbestos Records
 | Survey/Sampling Results | Currently Owned Buildings |  | Existing Structures | Permanent |  | Yes
 | [NAME] and other records | Current Projects |  |  | Permanent |  | Yes
 | Petroleum Storage Tank Records
 | Registrations | Current and Past Registrations |  | Current Registration | Permanent |  | Yes
 | Design/Installation/As Builts | Current Tanks |  |  | Permanent |  | Yes
 | Inspection/Maintenance | 15 Years |  | 10 Years | 15 Years | Destroy | No
 | Closure Records | Permanent |  |  | Permanent |  | Yes
Financial Aid Office
 | Financial Aid Applicant Files | Retained in Finacial Aid office until all applicant decisions made. |  | Active + 3 years | Active + 4 years | Shred | Files for Students not admitted or those who withdraw are stored in basement in secure area.
 | Financial Aid Files - Enrolled Students | Financial Aid office until graduation or withdrawn. |  | Active + 3 years | Active + 4 years | Shred | After graduation or withdrawn, stored in basement in secure area.
 | Federal Stafford and PLUS Loans | Financial Aid office until graduation or withdrawal |  | Active + 3 years | ITS rule | ITS rule | Electronically in Datatel , COD & NSLDS
 | Stafford Loan Request Form | In student's Financial Aid File |  |  |  | Shred | See Financial Aid File
 | Master Promissory Notes | Held by COD |  |  |  |  | Stored in COD electronically
 | Private Loan Certifications | Electronically in Datatel  and ELM |  |  |  | ITS rule
 | Entrance and [NAME] | Electronically in Datatel (LEEI Screen), COD and NSLDS hold records online. |  |  |  | ITS rule
 | Disbursement and Refund Files | (M:) Drive and Electronically in Datatel |  |  |  | ITS rule
 | Off Campus Files (Consortium Agreement, Cost of Attendance and Billing Information | Financial Aid Office until Graduation or withdrawn |  | Active plus 3 Years | Active plus 4 Years | Shred | Stored in Financial Aid File in basement in secure area
 | [NAME] (Federal Grant) | Financial Aid Office and Datatel |  | Active plus 3 Years | Active plus 4 Years | Hard Copies Shredded
 | NYS Tuition Assistance Program (TAP) | Financial Aid Office and Datatel |  | Active plus 3 Years | Active plus 4 Years | Shred
 | [NAME] | Datatel for Yearly awards.  Financial Aid Office has Hard copies of many of the endowment agreements dating back to originals |  | Active plus 3 Years | Active plus 4 Years
 | Outside Scholarships | Copies of check and Scholarship Description kept in Student's file until Graduation or withdrawn. |  | Active plus 3 Years | Active plus 4 Years | Shred | Upon Graduation or withdrawn, stored in secure area in basement.
 | ACT Questionnaire | Soft Copy on "M:) Drive |  | Permanent | Permanent
 | IPEDS | Soft Copy on (M:) Drive |  | Permanent | Permanent
 | [NAME]'s Survey | Soft Copy on (M:) Drive |  | Permanent | Permanent
 | NCAA Division III FA Reporting Program. | Soft Copy on (M:) Drive |  | Permanent | Permanent
 | NYSED - Student Financial Aid | Soft Copy on (M:) Drive |  | Permanent | Permanent
 | FISAP | Soft Copy on (M:) Drive |  | Permanent | Permanent
 | Cambridge & Associates - Freshman FA & Admissions Survey | Soft Copy on (M:) Drive |  | Permanent | Permanent
 | [NAME]. Research | Soft Copy on (M:) Drive |  | Permanent | Permanent
ITS
 | Construction AV Systems Specifications from Consultants | Active-Forward to Plant at opening |  |  | Physical Plant Policy | Physical Plant Policy
 | Construction AV System Proposals from Vendors | Active-Forward to Plant at opening |  |  | Physical Plant Policy | Physical Plant Policy
 | [NAME] | Active-Forward to Plant at opening |  |  | Physical Plant Policy | Physical Plant Policy
 | Construction AV System Drawings | Active-Forward to Plant at opening |  |  | Physical Plant Policy | Physical Plant Policy
 | E-mail Account Creation Details | Permanent |  |  | Permanent
 | Hardware Contracts | Active plus 6 Years |  | Active plus 6 Years | Active plus 6 Years | Shred
 | Software Contracts | Active plus 6 Years |  | Active plus 6 Years | Active plus 6 Years | Shred
 | [NAME] stored on Desktop Computers (IMAP Folders) | Until Computer is re-imaged or Disposed of |  |  | Until Computer is re-imaged or Disposed of | Delete from System | No
 | Paper/Electronic Personnel Files on Current Employees | Active - Forward to HR upon termination |  |  | HR Policy | HR Policy
 | Historical Information related to IT at Hamilton | Permanent |  |  | Permanent | Yes
 | Releases for Recordings | Permanent |  |  | Permanent | No
 | Vitec/Consulting Services Contracts | Active plus 6 Years |  | Active plus 6 Years | Active plus 6 Years | Shred | No
 | MicroSoft Volume Claim Settlement Form | Payment Date plus 7 Years |  | Payment Date plus 7 Years | Payment Date plus 7 Years | Shred | No
 | Sale of Old Hardware Inventory Details | Forward to Business Office upon sale |  |  | Business Office Policy | Business Office Policy | Business Office Policy
 | [NAME] | Active plus 6 Years |  |  | Active plus 6 Years | Delete/Shred | No
 | ESS User Files | 30-90 days after termination |  |  | 30-90 days after Termination | Delete from System | No
 | SSS Student Files | 6-9 months after Graduation or withdrawal |  |  | 6-9 months after Graduation or Withdrawal | Delete from System | No
 | System [NAME] (Many) | varies |  |  | Varies |  | No
 | Central Systems Data Records (Datatel/Kronos) | Permanent* |  |  | Permanent* |  | No
 | Central Email | Active plus 30 days |  |  | Active plus 30 days |  | No
 | Central Voice Mail | Until departure |  |  | Upon Departure |  | No
 | Backup Tape | Maximum 6 months |  |  | Maximum 6 months |  | No
 | * Admission Search Names who never Inquire that are more than 3 Years Old are Periodically Purged from the Colleague System
President's Office
 | College Charter |  |  | Permanent | Permanent |  | Yes
 | By-Laws | Website |  | Permanent | Permanent
 | Board of Trustee Meeting Minutes & Materials | President's Office until archived |  | Permanent | Permanent |  | Yes
 | (Length of Confidentiality - 25 Years)
 | Executive Committee Meeting Minutes | President's Office-Permanent |  | Permanent | Permanent
 | (Length of Confidentiality - 25 Years)
 | President's Office correspondence | 10 Years |  | Some permanent |  | Shredded at Discretion of President's Office before sent to Archives | Yes
 | (Length of Confidentiality - 10 Years)
Environmental, Health and Safety
 | Waste Records
 | Notification of Regulated Waste Activity | Permanent |  |  | Permanent |  | Yes
 | Waste Characterization Records (including Waste Analysis, [NAME] and any (c)(7) [NAME]) | As Long as Waste is generated or disposed, plus 3 Years |  | As Long as Waste is generated, stored or disposed, plus 3 Years | Permanent |  | Yes
 | Waste Manifests | 10 Years |  | 3 Years | Permanent |  | Yes
 | Exception Reports | 5 Years |  | 3 Years | 5 Years | Destroy | No
 | Annual Reports | 5 Years |  | 3 Years | Permanent |  | Yes
 | Personnel Training | Employment, plus 4 Years |  | Employment, plus 3 Years | Employment, plus 4 Years | Destroy | No
 | Used Oil Disposal Records | 10 Years |  | 7 Years | Permanent |  | Yes
 | Universal Waste Records | 10 Years |  |  | Permanent |  | Yes
 | Medical Waste Records | 10 Years |  | 3 Years | Permanent |  | Yes
 | Asbestos Waste Records | 10 Years |  | 3 Years | Permanent |  | Yes
 | Other Waste Records | Current Records |  |  | Current Records | Destroy | No
 | Other Environmental Records
 | Tier I/II Reports | Current, plus 5 Years |  |  | 5 Years | Destroy | No
 | Air Emission Compliance Record | Current, plus 10 Years |  |  | 10 Years | Destroy | No
 | Environmental Monitoring | 10 Years |  |  | Permanent |  | Yes
 | Ambient Noise Surveys | 10 Years |  |  | 10 Years | Destroy | No
 | Remediation Reports | 15 Years |  |  | Permanent |  | Yes
 | Environmental Complaints | 5 Years from Resolution |  |  | Permanent |  | Yes
 | NOVs, Orders, Other Regulatory                                Citations | 10 Years from Resolution |  |  | Permanent |  | Yes
 | Other Environmental Records | Current |  |  | Current | Destroy | No
 | OSHA Records
 | Written Compliance Plans                          (e.g. Hazard Communication, Chemical Hygiene, Respiratory Protection) | Current, plus Prior Plan |  |  | Permanent |  | Yes
 | Training Records | Duration of Employment, plus 10 years |  |  | Duration of Employment, plus 10 years | Destroy | No
 | Laboratory Hood Inspections | 10 Years |  |  | 10 Years | Destroy | No
 | Occupational Injury and Illness (medical records) | Duration of Employment, plus 30 years |  | Duration of Employment, plus 30 years | Duration of Employment, plus 30 years | Destroy | No
 | MSDSs | Current in Work Area, and EHS |  | 30 Years, or List of Chemicals in Use | Permanent |  | Yes
 | Work Place Exposure Records | 30 Years |  | 30 Years | Permanent |  | Yes
 | Respirator Medical Clearance | Current Employees |  | Employment, plus 30 Years | Permanent |  | Yes
 | Respirator Fit Test/Program Evaluation | Current, plus 5 years |  | Current | 5 Years | Destroy | No
 | Workplace Noise Surveys | 5 Years |  | 2 Years | Permanent |  | Yes
 | [NAME] | Current Employees, plus 5 years |  | Duration of Employment | Permanent |  | Yes
 | Other Medical Records, including Vaccinations | Current Employees plus 30 years |  | Duration of Employment, plus 30 Years | Permanent |  | Yes
 | Radiation
 | License, Registrations, Radiation Safety Program and Inventory of Sources | Duration of License |  | Duration of License | Permanent |  | Yes
 | Occupational Exposure Records | Employment, plus 5 years |  | Employment, plus 3 Years | Permanent |  | Yes
 | Transfer/Disposal of Radioactive Materials or Radiation Equipment | Duration of License/Registration |  | Permanent until Authorized to Dispose | Permanent |  | Yes
 | Decommissioning Records | Duration of License |  | Duration of License | Permanent |  | Yes
 | Life Safety Systems
 | Evacuation Drill Records | 5 Years |  |  | 5 Years | Destroy | No
 | Fire Investigation Reports | 10 Years |  |  | Permanent |  | Yes
 | Training Records | 5 Years |  | Current | 10 Years | Destroy | No
Registrar's Office
 | Student Files ** | Registrar's Office until Student Graduates, Withdraws or Dies |  |  | In June files are pulled from cabinets and sent to File Room.  After 1 Year files are purged except for: [NAME], Grade Change Forms, Documents related to record changes, Transcripts from other schools, Petitions for [NAME] credit, 1-20 forms, Disability Documentation, Suspension or Probation letters, Admission Application, Summary Sheet from Admissions, Anything marked "Do Not Shred", For Internatinal Students (per SEVIS) Admission Acceptance Letter & HS or [NAME] used for Admission. | Stored for a Minimum of 20 Years, or until we have no more room | When there is no room for new files, the oldest Records are pulled out and turned over to Archives
 | **Confidential except for Director Information under FERPA until Death |  |  |  | Purged files are filed in alpha files of all Student files.  Transcripts are pulled out to be filed with transcripts.
 | Student Transcripts
 | Original Hard Copies filed Alphabetically in Fire Proof  Cabinets |  |  |  | Permanent*
 | Microfiche of all Transcripts are stored in Registrar's Office |  |  |  | Permanent*
 | Electronic Transcripts are maintained in Colleague System |  |  |  | Permanent*  (If system is Changed, Hard Copy and Fiche become [NAME])
 | Other Student Records
 | Military Transcripts |  |  |  | Permanent *
 | Teachers Certification Documents (1961-1973) |  |  |  | Permanent *
 | Summer NSF Institute (1959-1972) |  |  |  | Permanent *
 | NDEA French Summer Institute (1961-1965) |  |  |  | Permanent *
 | Summer Language School (1967-1969) |  |  |  | Permanent *
 | France and Spain Program Transcripts for Non-Hamilton Participants (Pre-Electronic) |  |  |  | Permanent *
 |  |  |  |  | *Confidential until Death
 | Add/Drop Forms |  |  |  | 1 Year
 | Credit/No Credit |  |  |  | 1 Year
 | [NAME] |  |  |  | 1 Year
 | [NAME]
 | Hard Copy for all Courses prior to 2006 and France/Spain prior to Spring 2009 |  |  |  | Permanent in File Room
 | Electronic Copy in Colleague most Courses after 2006
 | Hard Copy Some Courses in Music
 | Commencement Programs |  |  |  | Permanent
 | Schedule Booklets |  |  |  | Permanent
 | [NAME] (Most Years back to 1819) |  |  |  | Permanent
Counseling Center
 | Counseling Records | Kept until 7 Years after Anticipated Date of Graduation or actual graduation, whichever is later |  |  | Kept until 7 Years after Anticipated Date of Graduation or actual graduation, whichever is later | Destroy
Investment Office
 | General Endowment
 | Monthly Performance & Asset Allocation Reports | Soft Copy - 10 Years |  |  | 10 Years | Destroy
 | Investment Committee Meeting Minutes | Hard/Soft Copy |  |  | Permanent |  | yes
 | Investment Committee Meeting Materials | Soft Copy - 10 Years |  |  | 10 Years | Destroy
 | Custodian
 | Directives | 7 Years |  |  | 7 Years | Destroy
 | [NAME] Quarterly | Soft Copy -10 Years |  |  | 10 Years | Destroy
 | Russell Commission Recapture Statements | [NAME] |  |  | 7 Years | Destroy
 | [NAME] | Hard/Soft Copy - 7 Years |  |  | 7 Years | Destroy
 | Investment Managers (Public Equities & Hedge Funds
 | Legal Agreements & other Legal Documentation | Hard/Soft Copy - Life of IMA plus 6 Years |  |  | Life of IMA plus 6 Years | Destroy
 | Correspondence | Soft Copy - CY |  |  | 7 Years | Destroy
 | Quarterly Fee Statements | 7 Years |  |  | 7 Years | Destroy
 | Audited Financial Statements (Hedge Funds) | Soft Copy - Life of IMA plus 3 Years Soft or Hard Copy |  |  | Life of IMA plus 3 Years | Destroy
 | Quarterly Alternative Investments Binders (Hedge Funds) | 7 Years |  |  | 7 Years | Destroy
 | Limited Partnerships (LPs)
 | Partnership Agreements, PPMs, Amendments & other Legal Documents | Life of LP plus 3 Years |  |  | Life of LP plus 3 Years | Shred (Confidata)
 | Annual Reports | Life of LP plus 3 Years |  |  | Life of LP plus 3 Years | Shred (Confidata)
 | Quarterly Alternative Investments Binder | 7 Years |  |  | 7 Years | Shred (Confidata)
 | Audited Financial Statements | Life of LP plus 3 Years |  |  | Life of LP plus 3 Years | Shred (Confidata)
Human Resources
 | Applicant Materials and Recruitment Files, includes Applications, Resumes, Letters from Applicants; Job Advertisements/Postings; | 1 Year HR File Room |  |  | 1 Year | Shred (Confidata)
 | Other Documents pertaining to Application Process, including Employment Tests; Pre-Employment Physicals and/or Background Screening; Employment Agency Correspondence. | 1 Year HR File Room |  |  | 1 Year | Shred (Confidata)
 | Affirmative Action Documents/ EEO Data/Reports | 3 Years HR File Room |  |  |  | Shred (Confidata)
 | FMLA Information | 3 Years in HR File Room |  |  | No Minimum | Benefit File (if EE terminated
 | Worker's Compensation Files/Reports (other than C-2 Forms ) | 5 Years HR File Room |  |  | No Minimum | Benefit file (if EE terminated)
 | Benefit Plan Records | 6 Years HR File Room |  |  | 6 Years | Shred (Confidata)
 | C-2 Forms (Report of Employee Injury) | 18 Years HR File Room |  |  |  | Shred (Confidata)
 | Record of Employee Exposure to Toxic Chemicals | 30 Years HR File Room |  |  |  | Shred (Confidata)
 | Related Records until Action Resolved (Legal Documents) | Indefinite (alternative: employment term of complainant plus three years or six years after final disposition if suit filed, whichever is longer) |  |  | Indefinite - HR File Room than PSH Attic | Shred (Confidata)
Library
 | Annual Reports | Copies Retained as Long as Useful |  |  |  |  | Yes
 | Task Force Reports | Copies Retained as Long as Useful |  |  |  |  | Yes
 | Annual Fund Code Reports for Acquisitions of Materials | Copies Retained as Long as Useful |  |  |  |  | Yes
 | Descriptions and Chronologies of Changes to the Physical Arrangement of the Library | Copies Retained as Long as Useful |  |  |  |  | Yes
 | Annual Organization Chart | Copies Retained as Long as Useful |  |  |  |  | Yes
Wellin Museum
 | Collection Records
 | Object Catalog Record | Permanent - 2 copies |  |  | Permanent | One hard copy at Museum, one off-site
 | Conservation Treatment Reports | Permanent |  |  | Permanent | Documents kept permanently and summarized in TMS
 | Outgoing Loan Agreement/Extension | Permanent |  |  | Recorded in TMS for long term reference/Loan documents destroyed five years after return of object | Recorded in TMS for long term reference/Loan documents destroyed five years after return of object
 | Facility Reports (Borrowers) | One year after object returned to [NAME] |  |  | One year after object returned to [NAME] | Destroy
 | Exhibition Record | 10 years |  |  | Recorded in TMS for long term reference | Recorded in TMS for long term reference
 | Deed of Gift/Purchase Documentation | Permanent |  |  | Permanent | Two copies kept on site in separate offices, one copy sent to C&D
 | Incoming [NAME] | Deed of [NAME] finalized |  |  | 10 years after Deed of Gift finalized | Date recorded in TMS for long term reference
 | Deaccession Records | Permanent |  |  | Permanent | Documents kept permanently and summarized in TMS
 | Campus Loan Forms | Permanent |  |  | Loan recorded in TMS for long term reference/Loan documents destroyed 5 years after end of loan | Loan recorded in TMS for long term reference/Loan documents destroyed 5 years after end of loan
 | Publication References | Permanent |  |  | Permanent | Record in TMS for long term reference
 | Requests for Reproduction | 2 years after publication |  |  | 2 years after publication | Summarize Publication reference in TMS and destroy contract
 | Copyright Registration Documents | Permanent |  |  | Permanent
 | Provenance  Documentation | Permanent |  |  | Permanent | Documents kept permanently and summarized in TMS
 | Photodocumentation of Object | Permanent |  |  | Permanent
 | Inventory Records | Permanent or 10 years after all objects reconciled |  |  | Permanent or 10 years after all objects reconciled | Location records recorded in TMS then destroyed
 | Repatriation Documentation | Permanent |  |  | Permanent
 | Annual Gift of Arts Report | 10 years |  |  | Permanent |  | Yes
 | Exhibition Records
 | Printed Materials (catalogs, gallery guides, invitations) | Permanent |  |  | Permanent | 5 copies on site | Yes
 | Checklist with lender info | Permanent |  |  | Permanent
 | Photodocumentation of Installation | Permanent |  |  | Permanent
 | Label Copy | Permanent |  |  | Permanent
 | [NAME] | 5 years after exhibition |  |  | 5 years after exhibition | Summarized in exhibition files/individual sheets destroyed
 | Press Releases | 10 years after exhibition |  |  | Permanent |  | Yes
 | Project Budget | Permanent |  |  | Permanent | Summarized and file with projects records
 | Noncontractual Correspondence | 10 years after exhibition |  |  | Permanent | Destroy
 | Audiotaped/Recorded Lectures, etc. | 10 years |  |  | Permanent |  | Yes
 | Loans (Incoming, Short and [NAME])
 | Incoming Loan Agreements/Extensions | 10 years after return to owner |  |  | 10 years after return to owner | destroy
 | Incoming Loan Receipts | 6 mos. after return to owner |  |  | 6 mos. after return to owner | destroy
 | Outgoing receipts | 7 years after item released |  |  | 7 years after item releasted | destroy
 | Correspondence with lender | 10 yers after return to owner |  |  | 10 years after return to owner | destroy
 | Advisory Committee
 | Bylaws | Permanent |  |  | Permanent |  | Yes
 | Meeting Minutes | 10 years |  |  | Permanent
 | Correspondence | 5 years after term of member |  |  | 5 yers after term of member | Alumni to archives, others destroy | Alumni Members
 | NYS Charter Reports | 10 years |  |  | Permanent |  | Yes
 | Correspondance regarding Offers of Gifts of [NAME] (declined) | 25 years |  |  | 25 years | destroy
 | Insurance
 | Monthly Insurance Reports | 5 years |  |  | 5 years | destroy
 | Insurance Incident Reports | CFY plus 6 years or until any open claim under a policy has closed |  |  | CFY plus 6 years, unless terms of policy specify longer | destroy
 | Insurance Policies | 5 years after end of policy |  |  | 5 years after end of policy | destroy
 | Grants | Close of Grant, unless terms of grant specify longer |  |  | 6 years after Close of Grant, unless terms of grant specify longer | destroy
 | [NAME] reports | 2 years |  |  | 2 years | destroy
 | Correspondence - General | 3 years |  |  | 3 years | destroy
 | Employee Records
 | Staff | Term of employment |  |  |  | Transfer to HR at end of employment
 | Student | 1 year |  |  | 1 year | destroy
 | Artist Submittals for Exhibition | 5 years |  |  | 5 years | destroy
Admissions
 | Applicant records for enrolees (i.e. application forms, admission correspondence, test scores, transcripts, essays) | Until student enrolls |  |  |  | Tansfer to DOS Office
 | Applicant records for non-enrollees (i.e. application forms, admission correspondence, test scores, transcripts, essays, etc. ) | Until admission decisions are made |  | Active +3 years | Active + 3 years |  | Files are retained in Siuda House basement records room until disposal