Effective 7/1/08 SCHEDULE A DOCUMENT AND DATA RETENTION PERIODS * = Institutional database (Jenzabar/CARS) records are retained indefinitely; the retention period indicated below applies to paper records and ancillary files (including electronic documents on personal computers and other servers). Academic Department Records Concerning Students Accounting Records, Finance Records and Contracts Accounts Payable Check Copies and Supporting 5 fiscal years * Documentation All Accounting Records, Budget Records, or Finance * Records, unless otherwise stated below Annual Budget * Annual Financial Reports * Bank Reconciliations 5 fiscal years Capital Equipment Records (if purchased with federal after disposition of equipment* funds) Capital Equipment Records (unless purchased with Life of Asset * federal funds) Cash and Gift Receipts/Deposits 5 fiscal years * Contracts/Agreements 6 years from completion of contract * Investment Records Partnerships All fund documents and statements for life of fund, plus 6 years Investment Records External Managers All documents and statements for duration of manager engagement, plus 6 years Credit Card Numbers APPLIES CAMPUS WIDE Immediately destroyed after processing Depreciation Records Life of Asset * Sales Tax Returns 6 years * Admissions Materials For Students Who Do Not Enroll Financial Aid Records (students who do not enroll) from end of academic year in which student applied * All other Admissions Materials from end of academic year in which student applied * Admissions Materials For Students Who Enroll (see also Student Records) Letters of Reference, including waivers of right of Prior to student s matriculation at Colby access Affirmative Action/Equal Opportunity AA/EEO Officer Investigations, if denied employment AA/EEO Officer, if granted Academic Search Plans 3 academic years Documents Supporting Other Selection Decisions 3 academic years from date of decision Federal/State Required Statistics and Reports * 1 Revised 5/3/2017
Development and Alumni Relations Alumni Minutes Alumni, Donor, and Prospect Records Letters of Intent and Gift Agreements Stewardship Reports Visit Reports Art Museum Board of Governors Minutes Board of Governors Board Packets Deed of Gifts Exhibition Contracts Purchase and Sale Documentation Career Services Counseling Records (includes faculty Environmental Health and Safety Latest of 6 years from Colby graduation 8 years Faculty Records Contract Renewal Materials, if denied Contract Renewal Materials, if renewal granted Contract Renewal Material, if renewal denied Grievances, where Grievance denied Grievances, where Grievance granted Minutes of Faculty Meetings Personnel Records Records Pertaining to Endowed Chairs Tenure, Promotion or Merit Cycle Dossiers, if denied Tenure, Promotion Dossiers or Merit Cycle Dossiers, if awarded Human Resources employment Later of next promotion, next contract renewal, or next merit renew employment 6 years from final denial of Grievance See section on Human Resources employment 3 full academic years after year of decision Academic Search Committee Materials (advertising 3 full academic years from year search materials, applicant files, Search Committee records) completed Disability Benefits Records Life of employee * Education Assistance Records Life of employee * Employee Medical Complaints/Records 6 years after injury or illness * Employee Personnel Files 6 years after resignation or termination* or for retirees, 6 years after death. Listing of name, positions held, and dates of positions shall be retained. Faculty CVs and Personal Information Card 2 Revised 5/3/2017
FMLA Records from end of leave * Non-academic Search Committee Materials (advertising 3 full academic years from year search Records relating to Occupational Injury or Illness 5 years after injury or illness * Retirement Benefits Accrued Life of employee or beneficiary * Sick Leave Benefits Life of employee * Incidental Documents No period of retention * Information Technology Server/Service Operations by ITS Network and Server System Logs System Logs authentication, access and firewall logs. 30 days Incidental Logs any other logs that do not deal with authentication or access. No retention period Server Data Retention Colby G-Suite: E-mail and associated services (Applies only to email retained on the service, not that which has been downloaded to a client system.) Account closing Account deletion All account content remains unchanged until account deletion. Faculty and staff accounts are held for a year. All email and all other content of the Colby Apps account becomes unrecoverable. Prior notification is given to the owner where reasonable, with offered assistance on methods that can be used by the department or individual to preserve content as appropriate according to email policy. 3 Revised 5/3/2017
Faculty and Staff workstation (Desktop or Notebook computer) Backup System (remote hosted storage) Files in selected directories on the individual s allocated desktop or notebook computer are backed up as initially defined or reconfigured by the owner. The retention period for deleted data/files is 1 year. Initially, all files in a user s profile directory are backed up as frequently as client connectivity allows. Nondeleted data/files are synchronized between the backup storage and the client system. The workstation backup system is NOT an archive; it is designed to enable recovery from catastrophic loss of workstation content and recent accidental deletion or corruption of data/files. Closed accounts Held for one year after following and department instructions. Server and Infrastructure Backups (except as noted above) Backup systems for the datacenter environment (local One year. and remote media). Servers holding databases or holding data with a high rate of change. Central File Server data - 30 days College-Owned Computers Migration by Individual to a Replacement Computer All files in predetermined locations on the hard drive Hold either hard drive or data for 6 months. are copied onto new computer (deleted files not restored unless requested by Client). Backup copy of the user directory is created and stored An image is not backed up and is on an encrypted hard drive. destroyed after migration to a new computer after 6 months. Old computer hard drive If the hard drive is retained as a backup, it is encrypted and stored for 6 months after migration. 4 Revised 5/3/2017
College-Owned Computers (Hard Drive) Employee Exit from the College (employment termination) If ITS is notified in advance ITS will assist individuals in copying files and burning onto DVD or other medium, and will follow the individual s instructions regarding files to be provided to the appropriate department. DVD is given to exiting individual and not retained by ITS. No hard drive image is created. Files being provided to the department will be copied to server for department s use. If no advance notification to ITS Insurance Certificates of Insurance Insurance Policies Payroll Bi-weekly time cards B/W payroll C/D B/W Personnel Action Forms and other payroll change requests B/W registers and reports Health Insurance payment records International Students - Copies of passport, VISA, I94, FNIS backup Monthly C/D s Monthly Personnel Action Forms and other payroll change requests Monthly registers and reports Student registers and reports Signed Supervisors approval Student Time records reports TIAA payment records ITS preserves data only per instructions, if any, provided by individual or department. Privacy rights are preserved through ITS review. Hard drive is stored for 6 months. 7 years after expiration 7 years after expiration 5 years after termination * 5 years after graduation 5 years after termination * 5 Revised 5/3/2017
Wage garnishments 5 years after termination * I9 The later of from date of hire or 1 year after termination date W4 W2 1042S 941 President s Office Records of the Corporation (Charter, Board Minutes, etc.) Litigation Records Consent Orders, Judgments, Court Orders Disposing of Litigation, Releases and Settlement Agreements Litigation Records Documents of Historical Significance (e.g. Trial Transcripts, Deposition Transcripts, and Trial and Deposition Exhibits in cases of significance to the history of the College) Litigation Records All Other Litigation Documents Records of College Affiliated Enterprises Property and Facilities Records 1 year from final disposition of litigation 7 years after enterprise dissolution or after College ceases affiliation * As Built Drawings Building Permits Deeds Leases Maintenance Records Plans and Specifications Purchase and Sales Agreements Title Insurance Policies Publications Alumni Directories Alumni Newsletters/News Emails Colby Magazine College Newspaper Commencement Programs Course Offerings/Course Catalogue Faculty Handbook Faculty/Staff Directories Staff Handbook Student Handbook Life of building 1 year after final completion 7 years from expiration of lease 7 years Life of building 20 years from purchase or sale 7 years after sale of property 7 years from end of academic year 7 years from end of academic year 7 years from end of academic year 6 Revised 5/3/2017
Research Grant Records from completion of project (unless grant requires otherwise) * Security Accident/Incident Reports 7 years Clery Act Logs Clery Act Statistics Clery Act Warning Notices Property Loss or Damage Reports 7 years * Student Records Academic Actions (Dismissal, suspension, etc.) Academic Department Files Pertaining to Students of Academic Records * Advanced Placement and other placement test 5 years from Colby graduation or date records/scores Applications for Admission, including Entrance Exam Reports, Advanced Placement Records, High School or Other College Transcripts, Correspondence, other than materials which become part of Alumni Records Change of Grade Forms * Change to Student ID number * Class Lists (original grade sheets) * Requests for Non-Disclosure of Directory Information Dean of Students Office Correspondence of 1 year from Colby graduation or date of or date Dean s Recommendations/Consent to Release Later of 6 years from Colby graduation Personally Identifiable Information or 2 years from date of request Financial Aid Records (students who enroll) Graduation Lists * International Student Forms Medical Leave Agreements - Voluntary Medical Leave Documents - Mandatory Name Change authorizations * Other Student Loan Records 5 years after loan paid in full, cancelled, or assigned elsewhere * Perkins Loan files 10 years after loan paid in full, cancelled, or assigned elsewhere * Student Class Schedules 1 year from Colby graduation or date of Student Disciplinary Records (including investigation file) 7 Revised 5/3/2017
Transcript Requests, Registration Forms, Drop/Add, Pass/Fail or Sat/Unsat Requests Transfer Credit Evaluations Tuition and Fee Charges Withdrawal Authorizations/Leaves of Absence 1 of 6 years after Colby graduation or date 2 years from Colby graduation or date 8 Revised 5/3/2017