Disposition Dates
Fiscal Year-Based Records (FE)
Records marked FE+3 created during fiscal year 2023 become eligible for disposal after August 31, 2026.
Event-Based Records (AC)
Employee grievance files marked AC+2 may be disposed two years after the grievance receives final resolution.
Calendar Year Records (CE)
Annual reports marked CE+5 from 2022 become eligible for disposal after December 31, 2027.
Record Categories and Retention Examples
- Official transcripts (15.2.012): Permanent retention
- Student coursework and grade reports (15.2.013): One year after course completion
- Enrollment and registration data (17.1.001): Five years post-graduation or final attendance
- Student disciplinary files (15.5.007): Five years after case resolution
- Board of Trustees meeting documentation (1.1.058): Permanent with archival submission
- Executive orders (1.1.011): Until superseded, minimum 3 years
- Strategic planning materials (1.1.055): Until September 1 of odd-numbered calendar years
- Institutional correspondence (1.1.007/008): Two to four years based on administrative level
- Annual audit documentation (1.1.002): 7 years after publication or release of final audit findings
- Annual operating budget (4.9.001): Three years post-fiscal year
- Grant administration files (4.7.008a): Seven years after grant completion and requirement satisfaction
- Application records of hired employees (3.1.002): Five years following employment termination
- Workplace grievance documentation (3.1.018): Two years after final resolution
- Position descriptions and classifications (3.1.023): Four years after position elimination or modification
- System documentation and technical specifications (2.1.007-2.1.009): Until migration to new systems
- Electronic data master files (2.1.002): Until successful transfer to replacement systems
- Security access records (5.4.012): Until superseded, date of expiration, or date of termination, two-year minimum