Lake Superior State University
Lake Superior State University
 
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Section: Business and Support Operations Section Number: 3.18.2 (Attachment 1)
Subject: Records Storage and Disposal Date of Present Issue: 06/03/02
  Date of Previous Issues:
07/71, 03/79


TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
ACADEMIC AFFAIRS
Acdemic Program Reviews (internally generated documents)

10 Years Dean's Office; Provost's Office
Accreditation Records for Specialized Program Accreditation (e.g. ABET/TAC, NLN)

Same as the length of the accreditation cycle. Dean's Office
Accreditation Records for North Central Association

Same as the length of the accreditation cycle. Provost's Office
Adjunct Contracts and Personnel Information
The statute of limintation on breach of contract is 6 years. 6 years after adjunct termination; maintain all records while adjunct is currnetly employed. Dean's Office
Assessment Data (raw scientific data for self-study or academic program review report preparation)

Permanently Dean's Office
Committee Records (e.g. Assessment, Curriculum, General Education)

Permanently Provost's Office
Grade Books

1 Calendar Year Each Faculty and Adjunct Member
Internship/Practicum Records on Students

1 Calendar year after the conclusion of the course Dean's Office with the student file
Load Reports for Faculty (generated manually by Dean's Office)

5 Years Dean's Office; Provost's Office
Professional Development Fund Expenditure Logs

Life of the faculty member's contract Dean's Office
Sabbatical Leave Documents (successful applications and reports)

Permanently Provost's Office
Student Complaint Records

10 Years Provost's Office
Student Evaluations of Faculty at the Conclusion of a Course

7 Years Dean's Office
Syllabi for Course

10 Years for each course for each faculty who teaches the course Dean's Office

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
ATHLETICS
Financial Aid

6 Years Original
Institutional Recruiting Documentation

6 Years Original
Playing/Practice Season Documentation

6 Years Original
Student-Athlete Eligibility Documents NCAA 6 Years 6 Years Original
NCAA Documents NCAA 6 Years 6 Years Original/Copies
Conference Documents

6 Years Original
Sport/Camp Files

6 Years Original
Travel Files

6 Years Original
Award Files

Permanent Original
Budget Files

6 Years Original
Payroll Records LSSU 2 Years 2 Years Original/Copies

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
BUSINESS OPERATIONS
1042 Tax Reports IRS 7 Years 7 Years Original/Film
1098 Tax Reports IRS 7 Years 7 Years Original/Film
1099 Tax Reports IRS 7 Years 7 Years Original/Film
Account Number (New) Request Form LSSU 7 Years 7 Years or Active Original
Accounts Payable Check Copies State 7 Years 7 Years Original
Accounts Payable Vouchers State 7 Years 7 Years Original
Accounts Payable-Vendor W-9's State Permanent Permanent Original
Accounts Receivable/Billings/Collections State 2 Years After Paid in Full 7 Years Original
Bank Reconciliations & Statements State 7 Years 7 Years Original
Bond Debt Issuance information IRS 6 Years After Debt Retire 6 Years After Debt Retire Original
Cancelled Checks-All Funds State 7 Years 7 Years Original
Cash Register Reconcilliation/Deposit Slips State 7 Years 7 Years Original
Cash Register Tapes State Audit 3 Years Original
Computer Daily Reports LSSU 3 Years 3 Years Original
Computer System Feed Reports LSSU 7 Years 7 Years Original
Correspondemce-General LSSU 7 Years 7 Years Original
Correspondence-Endowment/Scholarship/Capital Assets LSSU Permanent Permanent Original
Counter Receipts State 7 Years 7 Years Original
Debt Service Bonds Bank Statement LSSU 10 Years 10 Years Original
Endowment Bank Investment Records LSSU 20 Years 20 Years Original
Endowment Files LSSU Permanent Permanent Original
Escheats Report/Documentation State 10 Years 10 Years Original
Escrow Bank Statements LSSU 10 Years 10 Years or Bond Retirement Original
Federal/Grant Cash Draw Records Dept of Ed 5 Years After Complete 5 Years After Complete Original
Fee Statement/Student Billing Detail State 7 Years 7 Years On-Line/Film
Financial Reports-Audited Financial Reports State Permanent Permanent Original
Financial Reports-Departmental End of Year State Permanent Permanent Original
Fixed Asset Inventory Records LSSU 3 Years 3 Years Original
Fixed Asset Records LSSU 10 Years After Disposal 10 Years After Disposal Original
General Ledgers State 4 Years 4 Years Original
Grant/Contract Files Agency 7 Years 10 Years/Agency Requirements Original
Invoices-Auxilary Enterprises State 10 Years 10 Years Original
Invoices-Bookstore State 10 Years 10 Years Original
Invoices-Food Service State 10 Years 10 Years Original
Invoices-General Fund State 10 Years 10 Years Original
Invoices-Grants and Contracts State 10 Years 10 Years Original
Journal Vouchers State 7 Years 7 Years Original
Mail Openings State Audit 7 Years Original
Monthly A/R Aging Schedules LSSU 3 Years 3 Years Original
Monthly Accounting Reports/Worksheets State 7 Years 7 Years Original/Film
Parking Permit Records State 5 Years 6 Years Original
Perkins/Nursing Promissory Notes Dept of Ed 3 Years After Repay 5 Years After Repayment Original
Petty Cash Reconciliations State 3 Years 3 Years Original
Procurement Card Application LSS Until Card Returned Until Card Returned Original
Procurement Card Receipts & Monthly Reconciliations State 7 Years 7 Years Original
Sales Tax-Monthly Schedules State 7 Years 7 Years Original
Scholarship Files LSSU Permanent Permanent Original
Signature Authoriztion-Current LSSU Active Employee 7 Years or Active Employee Original
Student Financial Holds State Audit Until Paid On-Line/SIS
Tax Returns, 990-T IRS 7 Years 7 Years Original
Tickets-All Scheduled Events State Audit 7 Years Original
Traffic Tickets State Audit + 1 Year 6 Years Original
Travel/Mileage Logs State Audit 7 Years Original
W-4's for 1042 Reporting IRS 7 Years 7 Years Original
Work Study Information Dept of Ed 5 Years 5 Years Original
Workpapers-NCAA NCAA 7 Years 7 Years Original
Workpapers-Year End State 7 Years Permanent Original

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
CAMPUS SHOPPE
Payroll per Bus Office 3 Years 3 Years Copies at CS
Excess Aid per Bus Office 3 Years 3 Years Originals at CS
Post Office unknown 1 Year 1 Year Originals at CS
Cash Register Reconcilation per Bus Office 3 Years 3 Years Originals in CS
Credit/Debit Memos per Bus Office 3 Years 3 Years Originals in CS/Electronic File at BO
Invoices per Bus Office 3 Years 3 Years Originals in CS/Electronic File at BO
Chargeback Invoices Credit Receives per Bus Office 3 Years 3 Years Originals in CS
Buy Back Receipts per Bus Office 3 Years 3 Years Originals in CS
Refund Vouchers per Bus Office 3 Years 3 Years Originals in CS
UPS Information unknown 7 Years 7 Years Originals in CS
MC/VISA per Bus Office 7 Years 7 Years Originals in CS
Monthly Reports per Bus Office 1 Year 1 Year Originals in CS
Inventory Detail per Bus Office 7 Years 7 Years Originals in CS
Laker Gold per Bus Office 3 Years 3 Years Copies in CS

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
CENTER FOR CAREER AND EMPLOYMENT SERVICES
Annual Report unknown Not Established Permanent Original
Career Library Materials Bulletin Listings
Teaching unknown Not Established 2 Months Original
Non-Teaching unknown Not Established 6 Months Original
Recruiters
Registrant Information unknown Not Established 2 Years Original
Schedule of On-Campus Recruiters unknown Not Established 1 Year Original
Correspondence
Employer's unknown Not Established 3 Years Original
General unknown Not Established 3 Years Original
Daily Payment Log unknown Not Established 4 Years Original
Receipt Books unknown Not Established 4 Years Original
Financial Reports unknown Not Established 7 Years Original

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
CISLER CENTER
Accounts Payable Invoices

2 Years
Application for Approved Absence

2 Years
C-Bord Daily Operations Sheet

2 Years
C-Bord Daily Points Transactions

2 Years
C-Bord Deposit Form for Points

2 Years
Central Stores Requisitions

2 Years
Credit Card Merchant Statements

2 Years
Deposit Slips and Tapes

3 Years
Food Inventory

2 Years
Internal Time Sheets

2 Years
Invoice Copies

3 Years
Local Fund Vouchers

2 Years
Petty Cash Reimbursement Voucher

2 Years
Purchase Card Statements

2 Years
Purchase Orders

5 Years
Reservations

5 Years
Student Payroll Authorizations

2 Years
Student Work Evaluations

2 Years
Time Cards

3 Years

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
CONTINUING EDUCATION
Non-Credit Class Records (comprehensive records of all non-credit activities)

7 Years Originals
Non-Credit Deposits

7 Years Originals in Business Operations
CEU's Awarded

Permanent Originals
Non-Credit Certificates issued to students

7 Years Copy in CE Office

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
COUNSELING AND TESTING CENTER
Confidential Materials:
  A. Test Results Unknown Unknown Permanent Original
  B. Case Notes Unknown Unknown 7 Years From Last Date of Service Original
  C. Intake referrals Unknown Unknown 7 Years From Last Date of Service Original
  D. Appointment Books Unknown Unknown 7 Years From Last Date of Service Original
Policies Procedures Unknown Unknown Permanent Original
Annual Report Unknown Unknown Permanent Original

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
FINANCIAL AID
Records related to borrower's eligibility & participation - students' file folders (inactive) Federal Department of Education, Student Financial Assistance Program 3 years from the end of the award year in which the student last attended 5 years*
*If within the 5 years a student defaults on his/her direct loans, the records are maintained until the loan is satisfied.		 Hard copies - originals in locked room in the basement of the Fletcher Building.
Deliquent Borrower Lists various Agencies Until the loan is satisfied. Indefinitely Hard copies - originals in Financial Aid Office
Campus-based & Pell grant documents and reports Federal Department of Education, Student Financial Assistance Program 3 years from the end of the award year for which the aid was awarded Permanent Hard copies - originals in Financial Aid Office
Fiscal Operations Report (FISAP) and supporting records Federal Department of Education, Student Financial Assistance Program 3 years from the end of the award year in which the report was submitted Permanent Hard copies - originals in Financial Aid Office
All other records, including other reports & forms related to Direct Loans, e.g. original manifests, origination and disbursement reports, grad exit interview lists, reconciliation reports & Entrance Interview records Federal Department of Education, Student Financial Assistance Program 3 years from the end of the award year in which the report was submitted Indefinitely Hard copies - originals in locked room in the basement of the Fletcher Building.
Federal Audit Reports Federal Department of Education, Student Financial Assistance Program Permanent Permanent Hard copies - originals in Financial Aid Office
OSAP Confirmation of Enrollment records unknown unknown 3 years Hard copies - originals in Financial Aid Office
Departmental Records
Native American Tuition Waivers unknown unknown Permanent Hard copies - originals in Financial Aid Office
Departmental Payroll Records unknown unknown 4 years Hard copies - originals in Financial Aid Office
Short Term Loan Applications (Curtis & Lenick Loans) unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Employee Rebate/Employees' Dependent Rebate forms unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Athletic tenders unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
LSSU Scholarship Sign-up for Current Students unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
LSSU Scholarship - Donor Files unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Private Scholarship - Donor Files unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Michigan Army/National Guard Application for rebate unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Michigan Competitive - Reports/Monitor & Adjustment Forms unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Michigan Merit unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Michigan Vocational Rehabilitation unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Michigan Works - WIA unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
BIA - Sault & various Tribes unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
3rd Party Update Sheets unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
TIP - Tuition Incentive Program - Letter of Credits unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
VA Benefit - Registrar's Lists unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Workstudy Reports and Reconciliations unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Registrar's Add/Drop Slips unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Housing Exemptions unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Local Funds Voucher unknown unknown Indefinitely Hard copies - originals in Financial Aid Office
Mail Openings unknown unknown Indefinitely Hard copies - originals in Financial Aid Office

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
FOOD SERVICES
Credit Card Merchant Statements

7 Years
Deposit Slips and Tapes

2 Years
Food Inventory

2 Years
Internal Time Sheets

4 Years
Invoice Copies

2 Years
Time Cards

4 Years

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
GRAPHICS
Chargebacks (department billings)

2 Years
Work Orders

1 Year

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
HEALTH CARE SERVICES
Medical Records:
   Adult Records Malpractice Carrier 10 years from last date of treatment 10 years from last date of treatment Originals at HCC
   Pediatric Records Malpractice Carrier until minor reaches 21 plus 6 mts until minor reaches 21 plus 6 mts Originals at HCC
   Deceased Records Malpractice Carrier 10 years after date of death 10 years after date of death Originals at HCC
Appointment Book Malpractice Carrier 10 Years 10 Years Originals at HCC
Billing Claims Malpractice Carrier 10 Years 10 Years Originals at HCC
Insurance Check Vouchers Malpractice Carrier 10 Years 10 Years Originals at HCC
Logs:
   Lab/Xray ordered Malpractice Carrier 10 Years 10 Years Originals at HCC
   Urinalysis Malpractice Carrier 10 Years 10 Years Originals at HCC
   Drug Samples Malpractice Carrier 10 Years 10 Years Originals at HCC
   Drugs & Supplies Malpractice Carrier 10 Years 10 Years Originals at HCC
   Emergency Boxes Malpractice Carrier 10 Years 10 Years Originals at HCC
   Recalls Malpractice Carrier 10 Years 10 Years Originals at HCC
   Biohazzard Pick up Malpractice Carrier 10 Years 10 Years Originals at HCC
   Instrument Calibration Malpractice Carrier 10 Years 10 Years Originals at HCC
   Spirogram Calibration Malpractice Carrier 10 Years 10 Years Originals at HCC
   Refridgerator Temps Malpractice Carrier 10 Years 10 Years Originals at HCC
   Referrals Malpractice Carrier 10 Years 10 Years Originals at HCC
   Health Dept Immun. Malpractice Carrier 10 Years 10 Years Originals at HCC

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
HUMAN RESOURCES OFFICE
Human Resources
ADA Requests ADA 1 Year From Date of Request 1 Year From Date of Request Original
Advertisements ADEA 1 Year 5 Years (calendar) Original
Affirmative Action Plan Not Established Not Established Permanently Original
Application for Approved Absence Forms ADA 1 Year 3 Years (fiscal years) Original
Applications - Rejected EEOC 2 Years 2 Years Original
Benefit Enrollment Records (becomes part of personnel file after employee terminates employment) Not Established Not Established 30 Years Post Termination Date Original
Benefit Plan Documents ADEA Period of Plan Year + 1 Year After Plan Terminates Period of Plan Year + 1 Year Original
Benefit Reports/bi-weekly FLSA 2 Years 2 Years (fiscal year) Original
Certificate of Age FLSA Until Termination of Employment Until Termination of Employment Original Kept in Hiring Department
COBRA Notices COBRA Not Established 5 Years Original
EEO Statistical Form, completed by Applicant Not Established Not Established 2 Years Original
EEO Statistical Form, completed by Employee Not Established Not Established 3 Years After Termination of Employment Original
ESP Union Bid Slips Not Established Not Established 5 Years Original
ESP Union Postings ADEA 1 Year 5 Years Original
Flexible Medical/Dependent Care Reimbursement Reports Not Established Not Established 7 Years Original
Discrimination/Harrassment Complaints ADEA Until Final Disposition of the Charge Permanently Original
I-9 Forms IRCA 1 Year From Date of Hire, or 3 Years After Termination; Whichever is Greater 1 Year From Date of Hire, or 3 Years After Termination; Whichever is Greater Original
Job Descriptions EPA 2 Years 10 Years Original
Layoff or Termination Notice (part of the personnel file) FLSA 1 Year 30 Years Post Termination Date Original
Log Books Not Established Not Established 5 Years Original
Longevity Records FLSA 3 Years 10 Years Original
Personnel/Payroll Files FLSA 3 Years 30 Years Post Termination Date Original
Positions List Not Established Not Established Permanently Original
Positions Replacement/Addition Approval Forms Not Established Not Established 5 Years Original
Pre-employment Physical Results (becomes part of the personnel file after employee terminates employment) ADEA 1 Year 30 Years Post Termination Date Original
Pre-employment Test Scores - Hired (becomes part of the personnel file after employee terminates employment) Not Established Not Established 30 Years Post Termination Date Photocopy
Pre-employment Test Scores - Not Hired ADEA 1 Year 5 Years in HR Photocopy
Procedures Manual Not Established Not Established Permanently Original
Senority Lists EPA 2 Years 5 Years (calendar) Original
Tuition Adjustment for Dependents Form FLSA 2 Years 3 Years (academic year) Original
Tuition Waivers Form FLSA 2 Years 3 Years (academic year) Original
Unemployment Claims and Quarterly Reports MESC 421 1 Year 5 Years Original
Wage Schedules Not Established Not Established 7 Years Original
Worker's Compensation MIOSHA 30 Years 30 Years Original
Payroll
Garnishments, Tax Levies (becomes part of the personnel file after employee terminates employment) FLSA 4 Years 30 Years Post Termination Date Original
MPSERS/TDP Not Established Not Established Permanently Original
Payroll Check Pickup Register Not Established Not Established 6 Months Original
Payroll Registers/Deductions FLSA 4 Years 7 Years + Current Year (calendar) Original
Payroll Reports: FLSA 4 Years 7 Years + Current Year (calendar) Original
Payroll Vouchers Not Established Not Established 2 Years (fiscal year) Original
Retirement Affidavits (MPSERS) Not Established Not Established Permanently Original
Tax Report - 941 (FICA) IRS 6 Years 7 Years Original
Timecards> FLSA 3 Years 3 Years Originals Kept in Department
Timesheets FLSA 3 Years 7 Years Original
W-2 Forms FLSA 4 Years 7 Years Original
Cancelled W-4 Forms State of MI 6 Years 6 Years Original
Most Recent W-4 Form (becomes part of personnel file after employee terminates employment) State of MI 6 Years 30 Years Post Termination Date Original

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
LIBRARY
Audio Visual Receipts

5 Years On Computer
Interlibrary Loan Transaction Records

5 Years Original
Library Purchase Orders

5 Years Original

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
NORRIS CENTER
Annual Ticket Reports

10 Years
Daily Ticket Reports

3 Years
Deposit Summaries (daily)

3 Years
Invoices
   Duplicates

3 Years
   Originials

10 Years
Receipts

7 Years

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
PRESIDENT'S OFFICE
Commencement Scripts Unknown
Permanent Original
Contracts (land, MOU, agreements, deeds) Unknown
Permanent Original
Enrollment Reports Unknown
Permanent Original
Subject Files Unknown
Permanent with variations Original

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
PURCHASING OFFICE
Purchasing
Bids and Quotes

5 years Original in PURCHASING
Credit Card Applications

L.O.E. Original in PURCHASING
Purchase Orders

5 years Original in PURCHASING
Purchase Requisitions

5 years Original in PURCHASING
Mailroom
Daily Record of Meter Readings

Current + 4 years Original in PURCHASING
Receipt for Postage Meter Setting

Current + 4 years Original in PURCHASING
Mail Slips from Departments

Current + 1 year Original in PURCHASING
Month End reports

Current + 4 years Original in PURCHASING
Risk Management
Insurance Policies

Current + 4 years Original in PURCHASING
Incident Reports

Current + 4 years Original in PURCHASING
Claims

7 years Original in PURCHASING

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
REGISTRAR'S OFFICE
Admissions Data: Documents for Prospects that Do Not Apply
All Transcripts AACRAO No Guidelines 3 Years Hard Copy
Important Correspondence AACRAO No Guidelines 1 Year Hard Copy
SAT/ACT Scores AACRAO No Guidelines 26 Months from High School Graduation Hard Copy & Computer
Other Test Scores AACRAO No Guidelines 3 Years Hard Copy
Admissions Data: Documents for Applicants that Do Not Enroll
Applicant for Admission AACRAO 1 Year After Applied Term 4 Years Hard Copy
All Correspondence to and from Applicant AACRAO 1 Year After Applied Term 4 Years Hard Copy
All Test Scores AACRAO 1 Year After Applied Term 4 Years Hard Copy & Computer
All Transcripts AACRAO 1 Year After Applied Term 4 Years Hard Copy
International Student Documents AACRAO 1 Year After Applied Term 4 Years Hard Copy
Letters of Recommendation AACRAO 1 Year After Applied Term 4 Years Hard Copy
Military Documents AACRAO 1 Year After Applied Term 4 Years Hard Copy
Admissions Data: Documents for Applicants that Do Enroll
Applicant for Admission AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy
Application for Re-Admission AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy
All Correspondence to and from Applicant AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy
All Test Scores AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy & Computer
All Transcripts AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy
International Student Documents AACRAO No Limit Permanent Hard Copy
Letters of Recommendation AACRAO Until Admitted Permanent Hard Copy
Military Documents AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy
Graduation Records
Application for Graduation AACRAO 1 Year After Graduation or Date of Last Attendance Permanent Hard Copy
Course Substitution/Waiver Form AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy
Degree Audit AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy
Graduation Authorization AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy & Computer
Graduation Lists AACRAO Permanent Permanent Hard Copy & Computer
Grade Records
Change of Grade AACRAO Permanent Permanent Hard Copy & Computer
Class Lists (Original Grade Sheets) AACRAO Permanent Permanent Hard Copy & Computer
Grade Reports (Registrar's Copy) AACRAO 1 Year After Distributed 1 Year Hard Copy
Incomplete Forms AACRAO Permanent Permanent Hard Copy
Registration Records
Audit Authorizations AACRAO 1 Year After Submitted Permanent Hard Copy
Credit/No Credit Approvals AACRAO 1 Year After Submitted Permanent Hard Copy
Registration Forms AACRAO 1 Year After Submitted 2 Years Hard Copy
Schedule Adjustment Forms AACRAO 1 Year After Submitted 2 Years Hard Copy
Withdrawl Forms AACRAO 2 Years After Graduation or Date of Last Attendance Permanent Hard Copy
Miscellaneous Academic Records
Academic Records (Student) AACRAO Permanent Permanent Hard Copy & Computer
Correspondence, Relevant AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy
Credit by Exam Reports/Schedule AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy
Curriculum Change AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy & Computer
Enrollment Verifications AACRAO 1 Year After Verification Permanent Hard Copy
Name Change AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy & Computer
Transcript Request (Students) AACRAO 1 Year After Submitted 1 Year Hard Copy & Computer
Transfer Credit Evaluation AACRAO 5 Years After Graduation or Date of Last Attendance Permanent Hard Copy & Computer
Veterans Administration Certifications AACRAO 3 Years After Graduation or Date of Last Attendance 3 Years After Graduation Hard Copy & Computer

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
SECURITY
Fire Inspection

2 Years
Incidents (Individuals or Facilities)

2 Years
Daily Operations Log

1 Year

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
UPWARD BOUND
General File EDGAR & Dept. of Ed. 5 Years 5 Years
Student File EDGAR & Dept. of Ed. 5 Years 5 Years
Tracking File EDGAR & Dept. of Ed. 11 Years 11 Years; Skeletal Post 5 Years
Student Database EDGAR & Dept. of Ed. Permanent Permanent

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
VICE PRESIDENT - BUSINESS AND FINANCIAL OPERATIONS
Legal Documents
Deeds, Easements, Titles, Legal Opinions, Active Contracts, etc.

Permanent Original
Expired or Cancelled Agreements, Contracts, Insurance Policies and Related Terminal Documents

4 Years Original
General Revenue Bonds and Trusts

Permanent Original
Property Records

Permanent Original
Budget
Budget Requests

Permanent Original
Capital Outlay Budget Requests

Permanent Original
Copies of Appropriation Acts and Other Legislation of Interest to LSSU

Permanent Original
State of Michigan Public and Local Accounting


Permanent
Michigan Manuals

Permanent Original

TITLE AND DESCRIPTION LEGAL AUTHORITY LEGAL RETENTION REQUIREMENT RETAIN AT LSSU MODE OF RETENTION
VICE PRESIDENT - STUDENT AFFAIRS
Board of Trustees
Agendas and Schedules

Permanent Original
Minutes of Meetings, Backup Material, Offical Correspondence

Permanent Original
Articles of Incorporation

Permanent Original
By-Laws

Permanent Original
Policy Statements

While Active Original
Labor Relations
Grievance Records

Permanent Original
Arbitration Records

Permanent Original
Past Negotiation Records

Permanent Original
Union Agreements

Permanent Original
Student Affairs
Student Files

3 Years Original
Home > 3.18.2 (Attachment 1) - Records Storage and Disposal
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