Tuesday, April 24th, 2018

Records Retention & Disposition Policy


<UACCH Archives holds records that document the governance of the college; administrative and academic activities, policies and programs; special events; college faculty, staff, and administrators; and student life. The holdings of the Archives document significant milestones in the development and history of the college.

  • The UACCH Classification & Retention Schedule describes records and specifies how long they must be kept and when they can be destroyed.
  • Refer to Using the Schedule and
    Understanding the schedule
    for details about the schedule.
  • Consult with the Archivist for assistance in applying the schedule and implementing the retention and disposition options.
  • Contact the Archivist if certain records are not included in the schedule or if the specified retention period seems inappropriate.

Criteria for storage by the Archives:

  • must be inactive (no longer required by the creating department to carry on its current activities and business),
  • must be the official copy of the records,
  • must have at least two years remaining on the scheduled retention period, and
  • will ultimately be destroyed or permanently transferred to the college Archives.

Procedures for Transfer to the Archives:

  • Record storage boxes: All records must be transferred in non-acidic record storage boxes. This provides for maximum efficiency and makes the best use of available shelf space. Each box holds one cubic foot of material; that is, approximately 15″ of records in leter file folders or 12″ of records in legal file folders. One file drawer of letter-sized files fill up about two record boxes.
  • Preparing records for storage:
    • Transfer records in the same folders in which they were filed in your filing cabinets.
    • Remove records from hanging files and place the records in file folders.
    • Remove records from 3-ring notebooks and place the records in file folders.
    • Remove all rubber bands. Do not remove staples or paper clips.
    • Label every folder identifying the contents of the folder.
    • Place all folders vertically in the box facing in the same direction so that the labels can
      be easily read.

    • Place the records in the box in the same order as they were arranged in the filing cabinet.
    • Remove all records that are not the record or official copy as outlined in the retention
      schedule.

    • Remove duplicate and unnecessary records.
    • Put only one series or type of record in a box. Boxes containing records with mixed retention
      periods will not be accepted for storage in the Archives.
    • Do not overstuff the boxes. Allow about 1.5″ of empty space in each box for easy retrieval and
      refiling.
    • If the records do not fill the box, make a spacer from used cardboard to keep the folders from
      flopping over or sagging.
    • Consult the archivist about those records which are too large to fit into a standard records
      storage box.
    • Do not store photographs, negatives, video tapes, audio tapes, computer tapes or disks, or other
      records in non-paper formats together with paper records.

  • Labels: Temporarily mark the boxes on the upper left corner of the front of the box with
    the department, division, and the box number. The Archives staff will prepare permanent labels
    after the boxes are transferred to the Archives.
  • Forms: All records transferred to the Archives must be accompanied by a Transmittal Form and
    Contents List.

Using the Schedule: In order to provide a variety of ways to find records and
to use the schedule, the records are grouped and linked in three different ways: by category, title, or
responsible unit. You may also search the schedule using the search tool.

  • By Category
  • By Title
  • By Organizational Unit
  • Search Archives
  • Understanding the Schedule:

  • UACCH’s Schedule
  • Minimum Retentions
  • Retention Periods
  • Calculating Retention Periods
  • Official / Record Copy
  • Responsible Unit
  • Applying the Schedule
  • Sample version of the Schedule Format
  • UACCH’s Schedule: This schedule is tailored to meet the
    record keeping practices and needs of UACCH.

    Minimum Retentions: The retention periods established
    in this schedule are ‘minimum’ retentions. This means that the records must be kept
    for at least as long as the stated retentions. The retentions are not ‘maximum’
    retentions and the records may be kept longer than the stated retention period if
    necessary. If you wish to keep records longer than the stated retention period,
    consult the college Archivist.

    Retention Periods: The retention period is determined by
    applying a variety of critera to the records:

    • Records which document the administrative, legal, and financial functions and activities
      of the college.
    • Records may have long-term or historical value because they contain information of
      historical interest to the creating department, the college, the community, and to
      future researchers.
    • Federal requirements
    • Oregon statutes and administrative rules
    • LCC policy and the needs of the creators of the records
    • Best business practices and professional standards
    • These types of questions are often asked when deciding on retention periods:
      • How often do I need to refer to the records?
      • What would be the consequences if the records no longer existed?
      • Is access to the records restricted by confidentiality and privacy concerns?
      • Do the records exist in another form (paper, electronic, microfilm)?
      • What effect will the format of the records have on the long-term accessibility
        and preservation of the records or information? Will electronic records remain
        accessible despite changes in hardware and software?

    Calculating Retention Periods: Retention periods
    are typically based upon the:

    • calendar year (January 1 – December 31)
    • fiscal year (July 1 – June 30)
    • academic year (July 1 – June 30)

    The retention period is calculated from the latest date of records in an entire series or
    group of similar records. For example, if financial records have a retention period of
    five years, and the records were created during the 1995-1996 fiscal year (July 1, 1995
    – June 30, 1996), the five-year retention period begins on July 1, 1996 and ends five years
    later on July 1, 2001. Retention periods are not calculated from the accession date or
    time of transfer to the Archives.

    Record Copy: Retention periods, as specified in the records retention
    schedule, apply to the record or official copy of the record or document. Typically, there
    will be only one record copy which will be retained by the department or person who created
    the record.

    Responsible Unit: A records retention schedule typically indicates
    which office or department is responsible for keeping the record copy. The department or person
    who created the records will generally be responsible for keeping the records; however, that
    responsibility may be assigned to another department by mutual agreement. For example, college
    finance typically retains the record copy of financial records, even though those records
    may originate with another department or office and multiple copies of the record may exist.

    Applying the Schedule: The schedule lists and describes records
    that community colleges may create and maintain.

    If a department has records that are listed in the schedule, then those records are governed by
    the schedule. However, the schedule does not require certain record keeping practices, and it
    should not be assumed that the listed records must be created and maintained.

    Furthermore, the schedule does not indicate or prescribe a certain format or media (paper,
    microfilm, electronic records, optical disks, photographs, audio and video recordings, etc.) The
    schedule applies to records and the information they contain regardless of format.

    The retention periods listed in the schedule refer only to the official or record copy of the
    document. No authorization for destruction of reference or convenience copies is required.

    Schedule Format: Sample: (see Key at bottom)


    [A] Board of Education Records

    [B] Schedule Number: 166-450-0005 (13)
    [C] [Governing Board Records]

    [D] Records that document the functions and policies of the Board of Education, Board of Directors,
    or other similarly named governing body of the college. The Board of Education has
    primary authority for establishing policies governing the operation of the college and
    adopting the college’s annual budget. The board is composed of elected members from
    designated geographical zones in the college district. Records include but are
    not limited to:

    (a)

    [E] Agendas,
    Audio recordings of meeting proceedings,
    Certificates of election,
    Correspondence,
    Meeting minutes,
    Oaths of office,
    Policies adopted, reauthorized, or disapproved,
    Resolutions (Resolutions concerning financial policies and activities may become a part of
    the Budget Document.)

    [F] Retention: permanent
    [G] Disposition: transfer to Archives
    [H] Responsible unit: Chancellor’s Office

    (b)

    [E] Board Mailings: The records may also include a booklet or package of information
    prepared before the board meetings. The packet may include the meeting agenda, minutes,
    background information about agenda items, reports, action items, and other information
    items.

    [F] Retention: permanent
    [G] Disposition: transfer to Archives
    [H] Responsible unit: Chancellor’s Office

    (c) SEE ALSO:

    [I] Budget Committee Records

    [J] Note:


    KEY

    [A] Title: descriptive title of the records series.

    [B] Schedule Number: unique number referring to records retention schedule number.

    [C] Alternate Title: another name for the same or similar records that may be used by other departments, colleges, or in the state general records retention schedule.

    [D] Description: narrative description of the records summarizing the activities or functions of the records and explaining why the records were created and what their purpose is.

    [E] Contents: list of the specific types of materials, documents, or information contained in the records.

    [F] Retention Period: the retention statement is the minimum length of time that the records must be kept.

    [G] Disposition: the disposition statement indicates what to do with the record (transfer to storage, transfer to Archives, destroy).

    [H] Responsible Unit: the responsible unit is the department or office which holds the official or record copy and is therefore responsible for keeping and disposing of the record.

    [I] Related Records: a cross reference to similar or related records.

    [J] Access & Confidentiality Note: some records may have restricted access because of privacy issues or they may require special handling and confidential destruction because they contain information that must remain confidential.