Scope

The schedule specifies how long different types of records are retained before disposal, ensuring compliance with legal, operational, and historical requirements.

REVIEW EARLHAM’S RECORDS RETENTION POLICY

Key

  • Category: Academic Records, Administrative/Institutional Records; Financial Records; Legal Records; Personnel Records; Student Records
  • Data Classification: Internal, Restricted, or Public. See Data Classification Policy
  • Final Disposition: The terminal treatment of a record.
  • Minimum Retention: The period of time that a records series is to be maintained by the Record Holder.
  • Record Holder: A record holder is an individual or entity that has possession of records.

Minimum Retention Schedule

Clerical Notes

August 4, 2026
Error corrected for Student Conduct Files. Per the Student Handbook, conduct records are generally maintained for 7 years. These records are maintained permanently when formal procedure results in separation (suspension or expulsion).

October 5, 2025
Amendments to Financial Records and Student Records to align with record-keeping obligations under Title IV Federal Student Aid Programs.

Policy specifications

Type: Policy
Last revision: 08/04/2026
Responsible party(ies): Records Advisory Council
Approval date: 04/22/2025
Effective date: 07/21/2025
Related policies: Data Classification Policy
Records Retention Policy
Associated division(s):
Associated audience(s):
Associated container(s):
Policy home: https://earlham.edu/policy/records-retention-and-disposal-schedule