RRDS Administrative Records

Records Retention & Disposition Schedule

Administrative Records

Schedule Number: 166-450-0005

Accreditation Records, Institutional

Schedule Number: 166-450-0005 (1)

Records document the institutional accreditation process by the President's Office, project coordinator or designated college department. The records document the information compiled for inclusion in the college's self-study and other reports provided to the evaluators as well as the response of evaluators. The records may include but are not limited to:

(a)
College self-study,
Final evaluation reports. Retention: permanent 
Disposition: transfer to Archives 
Responsible office: Instruction and Student Services

(b) 
Annual reports,
Institutional data sheets,
Interim evaluation reports,
Progress reports,
Resource notebooks,
Responses by the college,
Working papers,
Related correspondence and documentation.

Retention: until accreditation is completed or next accreditation cycle 
Disposition: destroy 
Responsible office: creating office or department

SEE ALSO: Accreditation Records, Professional Programs

Administrative Records - Correspondence, Ephemeral 

Schedule Number: 166-450-0005 (10)

Records document communications received or sent which do not contain specific information about programs or operations or require action. Records may include but are not limited to:

Advertising circulars,
Desk notes,
Memoranda,
Worksheets, 
Other records of a preliminary or informational nature.

Retention: until read
Disposition: destroy
Responsible unit: creating office or department

Administrative Records, General

Schedule Number: 166-450-0005 (2)

Records document internal administration or housekeeping activities of the individual office. In general, these records relate to office organization, staffing, procedures, systems, and communications. These records do not serve as unique documentation of the programs or functions which caused the office to be created. Records may include but are not limited to documentation of:

Correspondence, 
Day-to-day administration of the office,
Supplies and office services, 
Training of office personnel, 
Unit activity relating to specific and defined short-term office projects,
Use of office space, equipment, and utilities.

Retention: 1 year 
Disposition: destroy 
Responsible office: creating office or department

Administrative Records, Program

Schedule Number: 166-450-0005 (3)

Records document the daily activities and routine business of academic, service, support, and other programs developed and administered by the office or department. The records are used to develop and administer programs and to communicate with other divisions, departments, and programs; other community colleges; state and federal governments; outside businesses and organizations; and faculty and students. Records may include but are not limited to:

Calendars,
Correspondence and memorandum, 
Discussion outlines and summaries, 
Informal and working files on student progress and administration, 
Planning documents, 
Reports, surveys, and policy statements,
Staff meeting records (minutes, agendas), 
Task assignments, 
Working papers, 
Related documentation.

Retention: permanent
Disposition: transfer to Archives
Responsible office: creating office or department

Advisory Committee Records

Schedule Number: 166-450-0005 (4)

Records document the activities of advisory committees which provide advice and assistance regarding professional-technical and other programs. Advisory committee members are generally selected from the community and appointed by the college's Board of Education. The committees are designed to improve the quality and impact of instructional programs and to ensure that the skills taught are current with those in business, industry, and government. Records may include but are not limited to:,

(a)
Agendas,
Correspondence,
Meeting minutes,
Reports.

Retention: permanent
Disposition: transfer to Archives
Responsible unit: creating department or office

(b)
Membership lists,
Transcriptions,
Working papers,
Other records.

Retention: 3 years
Disposition: destroy
Responsible unit: creating department or office

(c)
Resource notebooks.

Retention: Until superseded
Disposition: destroy
Responsible unit: creating department or office

Association and Organization Membership Records

Schedule Number: 166-450-0005 (5)

Records document the relationship and participation of college units with professional, educational, and civic associations and organizations. The college's role may be one of membership on an advisory or administrative board or participation in a task force or subcommittee. This series refers to records that document the direct involvement of the college or its representative in an organization; it does not include individual staff or faculty membership records. Records may include but are not limited to:

Minutes and agendas,
Newsletters,
Promotional information,
Proposals and planning records,
Reports,
Rules and regulations,
Surveys and questionnaires,
Workshop and conference records,
Related documentation and correspondence.

Retention: permanent
Disposition: transfer to Archives
Responsible unit: creating office or department

Board of Education Records

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

Records 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) 
Agendas,
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.)

Retention: permanent
Disposition: transfer to Archives 
Responsible office: President's Office

(b) 
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.

Retention: permanent
Disposition: transfer to Archives 
Responsible office: President's Office

(c)
Audio recordings of meeting proceedings,

Retention: 5 years
Disposition: transfer to Archives 
Responsible office: President's Office

(d) SEE ALSO:
Budget Committee Records

Budget Committee Records

Schedule Number: 166-450-0005 (6)

Records document the process by which the college's budget is adopted by the Board of Education. The Budget Committee assists the Board of Education in analyzing the administration's annual budget proposal and is composed of the seven elected members of the Board of Education, seven appointed budget committee members from each of the geographical zones in the college district, and ex-officio members representing the college administration. The Budget Committee bases its discussions on the Budget Book, which is a compilation of budgets from each of the college areas prepared by the budget officer. Public hearings on the budget are held at one of the regularly scheduled Board of Education meetings. Records include but are not limited to:

(a)
Agendas,
Budget books,
Correspondence,
Minutes,
Recommendations from the budget officer or committee.

Retention: permanent
Disposition: transfer to Archives
Responsible unit: President's Office

(b)
Committee membership applications,
Records of the public hearings,
Other records.

Retention: 2 years
Disposition: destroy
Responsible unit: President's Office

(c) SEE ALSO: 
Board of Education Records
Budget Records

College Committee Records

Schedule Number: 166-450-0005 (7)

Records document the activities of standing and ad hoc college committees and councils made up of members from a variety of units within the college. The committees are charged with formulating and recommending institutional policies and procedures: establishing standards and requirements; performing an advisory function; reviewing petitions, appeals, and deviations from policy; facilitating communication; or finding solutions to specific problems, barriers, or challenges. Types of committees include administrative, standing, review, advisory, steering, activities, and planning committees, councils, and task forces. Records include but are not limited to:

(a)
Agendas,
Correspondence,
Meeting minutes or notes,
Reports.

Retention: permanent
Disposition: transfer to Archives
Responsible unit: creating office, department, or committee

(b)
Appointment, biographical, and other information about committee members,
Working papers.

Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: creating office, department, or committee

SEE ALSO:  Advisory Committee Records

College History Files

Schedule Number: 166-450-0005 (8)

Records document significant events in the college or department's past. Records may include records on the formation and naming of the college; lists or descriptions of landmarks or significant college events; college histories; progress and planning reports; biographies and records of past presidents, administrators, faculty, or staff; and newsletters or other publications. Records may include but are not limited to:

Correspondence,
Ephemera,
Lists of awards received by the college,
Newspaper clippings,
Photographs,
Press releases,
Publications,
Published and unpublished historical sketches,
Reports,
Scrapbooks.

Retention: permanent
Disposition: transfer to Archives
Responsible unit: creating office or department

Copyright Records

Schedule Number: 166-450-0005 (9)

Records document application and permission to reproduce, distribute, adapt, perform, or display copyrighted material of all kinds for academic and other purposes. Approval may be for a single use, unlimited use, permission to reproduce a specified number of copies, permission for a specific date or date span, permission to use for a defined purpose or audience, or other conditions. Records may include but are not limited to:

Application and approval forms,
Correspondence,
Copies of subject material (paper and other media).

Retention: 5 years after expiration of copyright
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department

Election Records

Schedule Number: 166-450-0005 (11)

Records document the process whereby tax levy, bond measures, and other issues receive voter approval. Records may include but are not limited to:

(a)
Ballot title,
Election results (certified copy).

Retention: permanent
Disposition: transfer to Archives
Responsible unit: President's Office

(b)
Ballot title and wording records,
Correspondence,
County election filing forms,
Election cost records,
Election tax levy history,
Precinct maps,
Promotion and advertising records.

Retention: 15 years
Disposition: transfer to Records Center
Responsible unit: creating office or department

SEE ALSO: Bond Records, Financial

Full-Time Equivalency Records

Schedule Number: 166-450-0005 (12)

This series document the numbers of students enrolled in the college in terms of full-time equivalency (FTE). The reports are used for internal statistical information and analysis and to generate reports to the federal and state governments. Reports are generated from the student academic records database and track the FTE in various departments, programs, or courses.

Retention: 10 years
Disposition: transfer to Records Center
Responsible unit: creating office or department

SEE ALSO: 
Course Enrollment Summaries
Institutional Research and Reporting Records

Governing Board Records

SEE: Board of Education Records

Grant Records, Administrative

Schedule Number: 166-450-0005 (14)

Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the college or department is the recipient, grantor, allocator, or administrator. Grants may come from local or state governments or foundation and other private funding sources. Records may include but are not limited to:

Applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; 
Contracts;
Grant evaluation records and recommendations concerning grant application;
Records of administration of grants including equipment purchasing and disposition of records; 
Records monitoring project plans and measuring achievement;
Reports to the funding agency on the use of their grant funds.

(a) 
Final grant product or report:
Retention: permanent
Disposition: transfer to Archives

(b) Contracts or agreements documenting building construction, alterations, or repair: 10 years after substantial completion, 
(c) Other contracts: 6 years after expiration, 
(d) Unsuccessful grant applications: 1 year,
(e) Fixed assets' records: 2 years after disposition of assets,
(f) All other records: 5 years after final or annual expenditure report accepted.
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department

SEE ALSO: Grant Records, Financial

Institutional Planning Records

Schedule Number: 166-450-0005 (15)

Records document the development of short-term or long-term plans for the institution and other special projects related to the organizational development of the college. Records may include but are not limited to:

Correspondence,
Final Report,
Instructions from the president or other administrator explaining the nature and purpose of the requested strategic planning effort,
Internal planning committee materials,
Proposals,
Statements of objectives, missions and goals,
Strategic planning reports activity reports.

Retention: permanent
Disposition: transfer to Archives
Responsible unit: creating office or department

Legal Case Files

Schedule Number: 166-450-0005 (16)

Records document the management and monitoring of legal cases involving the college. Records may include:

Briefs, Petitions, Complaints, Pleadings, Correspondence, Police reports, Court orders, Requests for hearing, Depositions, Requests for judicial review, Exhibits, Subpoenas, Investigatory material, Transcripts, Motions, Work notes, Notices of appeal

Retention: 5 years after closed
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department

NOTE: Portions may be exempt from public disclosure during specific periods of the case per ORS 192.501(1), 192.502(2)

Organization Charts

Schedule Number: 166-450-0005 (17)

Records show the lines of administrative responsibility within the college. Records consist of final organization charts.

Retention: until superseded
Disposition: destroy
Responsible unit: creating office or department

Policy and Procedure Manuals

Schedule Number: 166-450-0005 (18)

Records document and distribute college policies and procedures approved by the board. The records include:

Policy and procedure manuals,
Related guidelines on personnel, purchasing, and board grievance procedures.

Retention: Permanent
Disposition: transfer to Archives
Responsible unit: creating office or department

Professional Development and Awards Records

Schedule Number: 166-450-0005 (19)

Records document programs that encourage participation in professional activities, recognize excellence in college staff and faculty, and provide opportunities for career advancement. Series may include professional development records which support travel to make presentations at professional meetings, participation in professional organizations or activities, or attendance at conferences; awards which recognize teaching skills; and visiting scholar programs which allow college faculty to teach at foreign host campuses. Records may include but are not limited to:

Activities documentation,
Applications,
Arrangements and schedules,
Correspondence,
Lists of participants or recipients,
Presentation transcripts or published works,
Publicity and news clippings,
Review and approval documentation,
Related documentation.

Retention: 3 years
Disposition: destroy
Responsible unit: creating office or department

Records Management and Archives Program Records

Schedule Number: 166-450-0005 (20)

Records document college's records management program -- the inventory, retention scheduling, storage, and disposition of non-permanent records. The records also document the college's archives program including appraising, acquiring, describing, processing, retrieval, and disposition of permanent records. The records may include butare not limited to:

(a)
Accession registers,
Authorizations,
Correspondence,
Dispositon records,
Finding aids,
Inventories,
Reference and research records,
Statistical reports.

Retention: permanent
Disposition: transfer to Archives
Responsible unit: Archives & Records Management

(b)
Records management manuals or handbooks.

Retention: until superseded
Disposition: destroy
Responsible unit: Archives & Records Management

Signature Authorization Records

Schedule Number: 166-450-0005 (21)

Records certify that designated college employees are authorized to sign fiscal and contractual documents. 

Retention: 6 years after authorization expires
Disposition: transfer to Archives, destroy
Responsible unit: creating office or department

Volunteer Program Records

Schedule Number: 166-450-0005 (22)

Records document the activities and administration of the college's volunteer program. The records may include:

Applications,
Correspondence,
Insurance information,
Publicity records,
Skill test results,
Statistical reports,
Task assignment and monitoring records,
Training records,
Volunteer lists,
Work schedules.

Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department