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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