Scope
The schedule specifies how long different types of records are retained before disposal, ensuring compliance with legal, operational, and historical requirements.
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
| Category | Record Type | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| wdt_ID | wdt_created_by | wdt_created_at | wdt_last_edited_by | wdt_last_edited_at | Category | Record Type | Creator/Originator | Record Holder | Minimum Retention | Final Disposition | Data Classification |
| 142 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Academic Records | Academic Program Reviews | Academic Departments | Provost's Office | 10 years | College Archives | Internal |
| 143 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Academic Records | Accreditation Reports (drafts and final documents) | Provost's Office, Institutional Effectiveness | Institutional Effectiveness | Permanent | College Archives | Internal |
| 144 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Academic Records | Curriculum Catalogs | Registrar's Office | Registrar's Office | Permanent | College Archives | Public |
| 145 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Academic Records | Course Evaluations | Registrar | Registrar | 10 years | Destroy | Restricted |
| 146 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Academic Records | Syllabi | Instructors of Record | College Archivist; Office of Institutional Effectiveness | Permanent | College Archives | Public |
| 147 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Academic Records | Program Articulation Agreements | Provost's Office; Academic Departments | Registrar's Office | While in force | Public | |
| 148 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Academic Records | Enrollment Statistics | Institutional Effectiveness | Institutional Effectiveness | Permanent | College Archives | Internal |
| 149 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Annual Reports | President's Office | President's Office | College Archives | Public | |
| 150 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Architectural Renderings and Blueprints | Facilities | Facilities | While needed | College Archives | Internal |
| 151 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Equipment Manuals | Manufacturer | Departments, Offices, Units | While needed | Destroy | Public |
| 152 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Organizational Charts | Human Resources | Human Resources | While needed | College Archives | Public |
| 153 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Administrative Policies | President's Office | President's Office | While in force | College Archives | Public |
| 154 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Strategic Plans | President's Office | President's Office | While in force | College Archives | Internal |
| 155 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Board Book | President's Office | President's Office | Permanent | College Archives | Restricted |
| 156 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Articles of Incorporation | Board of Trustees | President's Office | Permanent | College Archives | Public |
| 157 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Charter | Board of Trustees | President's Office | Permanent | College Archives | Public |
| 158 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | By-Laws | Board of Trustees | President's Office | Permanent | College Archives | Public |
| 159 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Licenses | Accounting | Accounting | While in use + 7 years | Destroy | Internal |
| 160 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | EC Faculty Meeting Minutes and Materials | Recording Clerk | Community Documents | Permanent | College Archives | Internal |
| 161 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | ESR Faculty Meeting Minutes and Materials | Recording Clerk | Community Documents | Permanent | College Archives | Internal |
| 162 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Staff Meeting and Materials | Minute Taker | Community Documents | Permanent | College Archives | Internal |
| 163 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Committee Meeting Minutes and Materials - Internal | Minute Taker | Community Documents | Permanent | College Archives | Internal |
| 164 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Administrative/Institutional Records | Committee Meeting Minutes and Materials - Restricted | Minute Taker | College Archivist | Permanent | College Archives | Restricted |
| 165 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | IRS Form 990 Tax Returns | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 166 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Unclaimed Property Filings (Includes support documentation) | Accounting | Accounting | 7 years | Destroy | Internal |
| 167 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Accounts Receivable | Accounting | Accounting | 7 years | Destroy | Internal |
| 168 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Accounts Receivable Subsidiary Ledgers | Accounting | Accounting | 7 years | Destroy | Internal |
| 169 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Receipts (for all gifts and sales from all sources on campus) | Accounting | Accounting | 7 years | Destroy | Internal |
| 170 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Uncollected Accounts (including charge off files) | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 171 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Original Invoices | Accounting | Accounting | 7 years | Destroy | Internal |
| 172 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Expense Reports | Accounting | Accounting | 7 years | Destroy | Internal |
| 173 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Accounts Payable Subsidiary Reports | Accounting | Accounting | 7 years | Destroy | Internal |
| 174 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Accounts Payable Post Reports | Accounting | Accounting | 7 years | Destroy | Internal |
| 175 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | 1099 and 1042 Reports | Accounting | Accounting | 7 years | Destroy | Internal |
| 176 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | A/P Check Registers | Accounting | Accounting | 7 year | Destroy | Internal |
| 177 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Wire Transfer Records | Accounting | Accounting | 7 years | Destroy | Internal |
| 178 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Bank Statements | Accounting | Accounting | 7 years | Destroy | Internal |
| 179 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Deposit Records | Accounting | Accounting | 7 years | Destroy | Internal |
| 180 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Bank Reconciliations & Support | Accounting | Accounting | 7 years | Destroy | Internal |
| 181 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Endowment Records | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 182 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Property Records | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 183 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Inventory | Accounting | Accounting | 7 years | Destroy | Internal |
| 184 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Depreciation Schedules | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 185 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Mortgage, Bonds and Other Long-Term Debt Agreements and Amortization Schedules | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 186 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Disbursement (payroll & accounts payable) records that support use of tax-exempt bond proceeds | Accounting | Accounting | Life of bonds + 6 years | Destroy | Internal |
| 187 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Property Improvement Records | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 188 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Sales | Accounting | Accounting | 5 years | Destroy | Internal |
| 189 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Property Tax Exemption Records | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 190 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Description of Accounting System | Accounting | Accounting | While in force/use | Internal | |
| 191 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | General Ledgers and Operating Ledgers | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 192 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Subsidiary Ledgers | Accounting | Accounting | 7 years | Destroy | Internal |
| 193 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Journal Entries and backup | Accounting | Accounting | 7 years | Destroy | Internal |
| 194 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Account Reconciliations | Accounting | Accounting | 7 years | Destroy | Internal |
| 195 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Annual Financial Report (audited) | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 196 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Annual Audit | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 197 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Financial Records | Unclaimed Property Records | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 198 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Legal Records | Appraisals | Accounting | Accounting | Permanent | Maintain in Accounting | Internal |
| 199 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Legal Records | Copyright Registrations | Permanent | Internal | |||
| 200 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Legal Records | Leases | Accounting | Accounting | 6 years after expiration | Internal | |
| 201 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Legal Records | Trademark Registrations | Permanent | Internal | |||
| 202 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Legal Records | Insurance Policies | Operations | Operations | Permanent | Maintain in Operations | Internal |
| 203 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Legal Records | Real Estate Documents | CFO | CFO | Permanent | Maintain in Operations | Internal |
| 204 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Legal Records | General Contracts | CFO | CFO | 3 years after termination | Maintain in Operations | Internal |
| 205 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Personnel Records | Retirement and Pension Plan Documents | Human Resources | Permanent | Permanent | Maintain in Human Resources | Restricted |
| 206 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Personnel Records | Background Checks | Human Resources | 3 years | Destroy | Restricted | |
| 207 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Personnel Records | Employment and Termination Agreements | Human Resources | Human Resources | 7 years from the date of separation | Destroy | Internal |
| 208 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Personnel Records | Applications for Employment - Not selected | Human Resources | 3 years | Destroy | Internal | |
| 209 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Personnel Records | Employee Files (Non-Student) | Human Resources | 7 from the date of separation | College Archives | Internal | |
| 210 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Personnel Records | Tenure Review/Promotion Files | Faculty Affairs Committee | Provost's Office | While Employed | College Archives | Restricted |
| 211 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Personnel Records | Employee-involved Incident and grievance reports | Human Resources | Human Resources | 7 years from the date of separation | Destroy | Restricted |
| 212 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Student Records | Tuition & Fee Charges (In Student A/R files) | Student Accounts | Student Accounts | While enrolled + 3 years | Internal | |
| 213 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Student Records | Transcripts | Registrar | Registrar | Permanent | Restricted | |
| 214 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Student Records | Application for Admission - Non Enrolled | Admissions | Admissions | 1 year after application period | Destroy | Restricted |
| 215 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Student Records | Application for Admission - Enrolled | Registrar | Admissions | After application period | Transfer to Registrar | Restricted |
| 216 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 01:11 PM | Student Records | Application materials transferred to Registrar | Admissions | Registrar | 5 years | Destroy materials not included in permanent record | Restricted |
| 217 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Student Records | Student Conduct Files | Student Life | Student Life | While enrolled + 3 years | Restricted | |
| 218 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 08/18/2025 12:42 PM | Student Records | Financial Aid File (including ISIR, if filed, award letters, etc) | Financial Aid | Financial Aid | While enrolled + 3 years | Destroy | Restricted |
| 219 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 10/06/2025 10:58 AM | Student Records | Notice of academic action related to academic nonperformance or deficiency | Academic Affairs | Registrar | Permanent | Restricted | |
| 220 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 10/06/2025 10:58 AM | Student Records | Notice of violation of academic integrity policies including sanctions, if any | Academic Affairs | Registrar | Permanent | Restricted | |
| 221 | [email protected] | 08/18/2025 12:42 PM | [email protected] | 10/06/2025 11:04 AM | Student Records | Thesis or senior project | Academic Departments | Academic Departments | Permanent | College Archives | Restricted |
| 222 | [email protected] | 08/18/2025 01:08 PM | [email protected] | 08/18/2025 01:08 PM | Student Records | Student-involved Incident and grievance reports | Various | Student Life | 7 years; Permanent when formal procedure results in separation (suspension or expulsion) applied | Destroy, or maintain in permanent record, depending on incident outcome | |
| 223 | [email protected] | 10/06/2025 10:53 AM | [email protected] | 10/06/2025 10:53 AM | Financial Records | Fiscal Operations Report (FISAP) and supporting records | Offices of Financial Aid and Accounting | Financial Aid | 3 years from the end of the award year | Destroy | Internal |
| 224 | [email protected] | 10/06/2025 10:55 AM | [email protected] | 10/06/2025 10:55 AM | Student Records | Perkins repayment records, including original repayment schedule | Financial Aid | Financial Aid | Until the loan is satisfied or documents are no longer needed to enforce obligation | Destroy | Restricted |
| 225 | [email protected] | 10/06/2025 10:55 AM | [email protected] | 10/06/2025 10:55 AM | Student Records | Perkins original promissory notes | Financial Aid | Financial Aid | 3 years from the date the loan is assigned to ED | Destroy | Restricted |
| 226 | [email protected] | 10/06/2025 10:56 AM | [email protected] | 10/06/2025 10:56 AM | Student Records | Direct Loans & FFEL: Records related to borrower’s eligibility and participation | Financial Aid | Financial Aid | 3 years from the end of the award year | Destroy | Restricted |
Clerical Notes
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
| Last revision: | 10/06/2025 |
| 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): | All Divisions, Offices, etc. |
| Associated audience(s): | Entire Campus Community |
| Associated container(s): | Governance and Administration |
| Policy home: | https://earlham.edu/policy/records-retention-and-disposal-schedule |