Records Retention and Disposition Policy

Responsible Unit: Human Resources | Executive lead: CHRO 
Created: 9/2008 | Reviewed/Revised: 6/4/2018, 3/28/2023 | Effective: 03/28/2023 
Compliance: NWCCU 2.C.4  
Approving Body: PPC | Classification: Institution-wide 

Policy:  
The University will comply with federal, state, and local laws, and accreditation body guidelines regarding record retention and disposition. All vital records are maintained securely for the appropriate amount of time.  
 
Records that have been contested should never be destroyed, unless the ability to reconstruct them in a legally acceptable form is preserved, or unless the issue has been resolved. 
 
Records for which there is no legally specified period for retention must be disposed of systematically in accordance with the University’s record retention and disposition schedule. 
 
Records include those that can be accessed only with specific technology (unique computer hardware or software, etc.)  

Definitions: 
Administrative value: if the record assists the responsible office in performing its current or future tasks 
 
Fiscal value: if the record pertains to the receipt, transfer, payment, adjustment, or encumbrance of funds, or is required for a financial or other fiscally-oriented audit 
 
Legal value: if the record contains evidence of legally enforceable obligations and rights of the institution and its students 
 
Legislative value: if the record is required by a state or local government agency for the University to retain 
 
Historical/research value: if the record has enduring value beyond the needs of the originating or custodian office; historical, genealogical, and other research  

Procedure: 
Records Retention and Disposition Schedule  

Related documents: 

  • Federal Register pertaining to student records management 
    • US Department of Education 
    • Veterans Administration 
    • United States Public Health Service 
    • Internal Revenue Service 
    • Family Policy Compliance Office 
    • Department of State 
  • AACRAO Student Records Management: Retention, Disposal, and Archive of Student Records 
  • National Council of Nonprofits 
  • BoardSource Record Retention and Document Destruction Policy—Download 4 Samples (E-Policy Sampler) 
  • Independent Sector 
  • AICPA Management of an Accounting Handbook—2003 and IRS Appendix Document 
  • Guide to Record Retention Requirements in the Code of Federal Regulations: Contact the Superintendent of Documents, U.S. Government Printing Office, Washington, D.C. 20402-9325 or from CCH, Inc. 

Policy Resources

For assistance with policies and procedures contact:

Lori Fulton
lfulton@pnwu.edu