RRDS Institutional Services Records

Records Retention & Disposition Schedule

Institutional Services Records

Schedule Number: 166-450-0070


Mail, Copy, and Print Services Account Records
Schedule Number: 166-450-0070 (1)

Records document the processing and clearing of accounts for mail, copy, and print services. Records may include but are not limited to:

Account summaries of outgoing postage charged to departments,
Payment of charges,
Periodic reporting of charges to college accounts for printing and copy services,
Related documentation. Records may be referred to the business office for collection and servicing of accounts. 

Retention: 
(a) Copy machine accounts: 3 years
(b) Other accounts: 1 year

Disposition: destroy
Responsbile unit: creating office or department


Postal and Shipping Records
Schedule Number: 166-450-0070 (2)

Records document the mailing, shipping, and receipt of items by
the U. S. Postal Service, UPS, Federal Express, and other private carriers. Records may include but are not limited to:

Delivery receipts,
Incoming and outgoing certified, registered, insured, or express mail records,
Outgoing and upkeep records,
Receipt verification notebooks,
Related documentation.

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


Work Orders Records
Schedule Number: 166-450-0070 (3)

Records document requests and authorizations for needed services
and/or repairs to college property and equipment. Records may include but are not limited to:

Copy center, printing, photography, microfilming requests and work orders,
Maintenance and repair authorizations,
Telephone service and installation requests and change orders.
Related correspondence and documentation.

Retention: 1 year
Disposition: destroy
Responsbile unit: creating office or department

SEE ALSO: Building and Grounds Repair, Remodeling, and Construction Records