DUTCHESS COMMUNITY COLLEGE



DUTCHESS COMMUNITY COLLEGE

RECORDS RETENTION POLICY

Revised 3/03/06

|Records Collected and Maintained |Retention Period and Medium |

Disability Services

Student File

Information on disability

Correspondence with

high school or sponsoring

agency

counselor notes

Staff Development Materials Paper-retained until obsolete

Financial Aid Office

FAFSA (Free Application for 6 years-

Federal Student Aid) paper now, imaged in 2006

DCC Application for Financial 6 years-

Assistance paper now, imaged in 2006

Financial Aid Disbursement Records 6 years-

by Student Accounts, paper

Requests for College Work Study 6 years-

Workers by Career and Counseling

Services, paper

College Work Study Job Descriptions 6 years-

by Career and Counseling

Services, paper

College Work Study Time Card Records 6 years-

by Payroll, paper

Veteran’s Service Information 6 years-

by the Registrar, paper

Financial Aid Transcripts for Students’ 6 years-

Previous College by Student Accounts, paper

Financial Aid Reports including TAP reports 6 years-

by Student Accounts

DUTCHESS COMMUNITY COLLEGE

RECORDS RETENTION POLICY

Revised 3/03/06

|Records collected and Maintained |Retention Period and Medium |

FISAR reports Permanently- paper

Master File of Forms Used for the Permanently- paper

Academic Year (for auditors)

Registrar’s Office

Student Folders,

Essential Documents

Application

Unofficial HS transcript

HS transcript/Diploma/GED/ATB

Unofficial college transcript

Official college transcript 1

Official college transcript 2

Official college transcript 3+

Transcripts, other sources DD214, AP, Clep, etc.

Evaluation of Credits (all)

Curriculum changes, Approved Study Plan, 2nd Degree (most recent)

Full-time Early Admit Form

Graduation Application

Correspondence from Dean (dismissal, re-instate, etc.)

No Info Release

Student History Academic Update (grade change) Retain 6 years

Fresh Start

Miscellaneous

Waivers

Credit by Proficiency

Free Elective Form Retain 6 years

Contract for Life Experience

Independent Study Project

Credit Certification from GED

Memo for Deceased Student

Cross Registration

Office of Community Services and Special Programs

Official rosters of students enrolled Permanently – paper, imaged in (and paid) in Credit Free Courses 2007

DUTCHESS COMMUNITY COLLEGE

RECORDS RETENTION POLICY

Revised 3/03/06

|Records Collected and Maintained |Retention Period and Medium |

Foundation/Advancement

Donor Files Permanently – hardcopy in two-

drawer file

Donor Checks 7 years – photocopies saved in

Batches

DCC Graduates Permanently – hardcopy lists

Matching Gift Forms Permanently – hardcopy

Community Relations and Graphics

Photo File Permanently – paper and CD,

duplicate in DCC library

Publication Originals 2 years – electronic

Course Catalog Data Base Permanent – electronic

Job File Folders 5 years – hardcopy

DCC Catalogs Library Permanently – hardcopy and CD

Marketing Contracts 5 years – paper

Submissions to Various Publications Permanently – paper

Press Releases Permanently – network file, CD

Select Forms in Use at DCC Permanent – network file

(Forms Library)

DUTCHESS COMMUNITY COLLEGE

RECORDS RETENTION POLICY

Revised 3/3/06

|Records Collected and Maintained |Retention Period and Medium |

Business Office

Year-End Payroll 55 years (Image and keep paper

for now)

Invoices 6 years (D. Rocap checking with

auditors re: imaging)

Note: Requisitions will be created and

Maintained in Banner; no

Archiving will be necessary.

Promissory Note/Residence Affirmation

Combo Form 10 years ( “ “)

Certificates of Residence Permanently – paper for now and

will start to be imaged by D.

Reardon as soon as she has a

tabletop scanner

Perkins Loans File

NSL Promissory Note

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