KEY:
Permanent = permanent retention, probably in the Archives after 10 years
Active = retain only as long as frequent reference is made to the document
Current = retain only for the current year/period
Record Type | Who is the official copy holder? | How long do we retain the official copy? | How long do others retain other copies? |
Accounts Payable Ledgers/Backup | Financial Services | 7 years | —— |
Accounts Receivable | Financial Services | 10 years | —— |
Advising Files | Any Office | Graduation + 1 year | ——- |
Alumni Surveys | Office of Origin | Permanent | Active |
Annual Reports | Office of Origin | Permanent | Current |
Announcements | Office of Origin | Permanent | Until Read |
Applicant Files | Human Resources | Current | —— |
Artifacts | Call Archives | Call Archives | Call Archives |
Audit & Review Reports | Financial Services | Permanent | Until Superceded |
Bank Reconciliations | Any Office | 7 years | —— |
Bank Statements | Any Office | 7 years | —— |
Blueprints | Facilities Management | Permanent | Current |
Book & Textbook Orders | Bookshop | 7 years | Current |
Budget Preparation | Any Department | 3 years | Current |
Budget Reports – Annual | Financial Services | Permanent | Current |
Budget Requests | Any Office | 3 years | Current |
Capitalization Files (Costs, depreciation, plans, etc.) | Financial Services/Facilities Management | Permanent | Current |
Charitable Trust Tax Documents | Financial Services | Permanent | Current |
Circulars | Office of Origin | Permanent | Until Read |
Class Lists | Registrar | Permanent | Current |
Construction Documentation | Facilities Management | Permanent | Active |
Contracts | Office of Origin/Financial Services | Permanent | Active |
Contracts-Employee | Human Resources/Financial Services | Permanent | Active |
Departmental Reviews | Dean of the College | Permanent | Until Superceded |
Financial Aid | Financial Aid | 7 years | —— |
Financial Statements (end of yr) | Financial Services | 5 copies-5 years; 2 copies-Permanent |
Current |
Floor Plans | Facilities Management | Permanent | Current |
Flyers | Office of Origin & Student Life | Permanent | Until Obsolete |
General Ledgers | Financial Services | 5 copies – 5 years; 2 copies-Permanent |
Current |
Grade Books | Any Department | 7 years | —— |
Grant Proposals – rejected | Office of the Dean/Development | Permanent-summary of materials, 3 years-detail | Discretion |
Grants – funded, Project File | Office of Dean/Development | Permanent | Discretion |
Grants – funded, Financial Reports | Financial Services | Permanent | 3 years after conclusion of grant |
Instructional Materials | Any Department/Faculty | Until Obsolete | —— |
Insurance Records & Policies | Facilities | Permanent | Current |
Inventories | Any Office | 7 years | Current |
Investments (Annual Reports) | Financial Services | Permanent | Until Superceded |
Job Announcements | Human Resources | 3 years | Until Read |
Mass Mailings | Office of Origin | Permanent | Until Read |
Memorabilia | Call Archives | Call archives | Call Archives |
Minutes-ad hoc committees | Committee Chair | Permanent | Active |
Minutes-departmental | Department Head | Permanent | Active |
Minutes-faculty | Secretary | Permanent | Active |
Minutes-standing committees | President’s Office | Permanent | Active |
Minutes – standing subcommittees | President’s Office | Permanent | Active |
Minutes-office | Unit Head | Permanent | Active |
Minutes-outside organizations | Any Office | 3 years | Until read |
Minutes-task forces | Task Force Chair | Permanent | Active |
News Releases | Public Affairs | Permanent | Until Read |
Newsletters | Office of Origin | Permanent | Until Read |
Non-resident Alien Tax Records | Financial Services | 4 years after payee leaves Luther | Active |
Notes Receivable Ledgers, Schedules | Financial Services | 7 years | —— |
Payroll Reports – Student Payroll Register, Student Payroll Distribution, Student Time Cards, Employee Payroll Register, Employee Payroll Distribution, Employee Timecards | Financial Services | 4 years | Current |
Payroll Reports – Student and Employee Payroll Check Register, TIAA-Retirement, Distribution & Flex | Financial Services | 7 years | Current |
Payroll Tax Records -Forms 941, 1042, 1042S,W-2, W-3, W-4, IA Unemployment | Financial Services | 7 years | Current |
Perkins Loan Files | Student Accounts | 10 years after paid in full, Permanent for loans assigned to the Department of Education | —— |
Personnel Files-Faculty (Contracts, Reviews, Retirement, Pension) | Office of the Dean | Permanent | Termination |
Personnel Files-Staff (Contracts, Reviews, Retirement, Pension) | Human Resources | 10 years after separation | Termination |
Personnel Records (Current accident rpts, claims, workman’s comp) | Human Resources | Permanent | Active |
Petty Cash Vouchers | Any Office | 7 years | —— |
Policies and Procedures | College Cabinet | permanent | #8212;— |
Posters | Office of Origin & Student Life | Permanent | Until Obsolete |
Programs-LC performances | Office of Origin | Permanent | Until Obsolete |
Publications-LC | Office of Origin | Permanent | Active |
Publications-outside | Any Office | Active | Active |
Publicity | Office of Origin & Student Life | Permanent | Until Obsolete |
Purchase Orders | Financial Services | 7 years | 3 years |
Receipts | Financial Services | 7 years | 3 years |
Remodeling Documentation | Facilities Management | Permanent | Active |
Sales and Use Tax | Financial Services | 7 years | Current |
Student Academic Records | Registrar | Permanent | Until Obsolete |
Student Earning Records | Financial Aid | 7 years | Until Obsolete |
Student Organization Reports | Student Life | Permanent | Active |
Student Petitions | Student Life | Permanent | Active |
Student Surveys-detail | Office of Origin | 3 years | —— |
Student Surveys-Summaries | Office of Origin | Permanent | Active |
Student Teaching Evaluations | Career Center/Education | Permanent | —— |
Study Abroad Applications | Center for Global Learning | 5 Years | —— |
Syllabi | Dean of the College | Permanent | —— |
Tax Returns & Prep Docs -Forms 990, 990T, 8282,8823, TD F 90-22.1, IA 1120 | Financial Services | Permanent | Current |
Tax Returns – Forms 1096,1098E, 1098T, 1099MISC, 1099R | Financial Services | 7 years | Current |
Time Cards | Financial Services | 5 years | —— |
Travel Expense Reports | Financial Services | 7 years | Current |