MMC Record-Retention Schedule

Consistent with the Records Retention Policy MMC Record Retention Policy, departments that maintain College Records are responsible for establishing an appropriate records management plan. This Record-Retention Schedule provides timeframes for the retention and disposal of College Records in accordance with applicable legal, regulatory, accreditation, and other standards, including recommended best practices.

“College Records” means all official materials created in the course of the college’s
operations. This includes information created or received in any form, such as email,
instant messages, paper documents, enterprise database information, photographs,
video, audio, drawings and other electronic form of information.

Student Records

TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Admissions Files- Unenrolled Students	Center for Student Services	3 Years after Application Term	AACRAO IRS – Tax Exempt Status
Grade Book	Faculty	1 year after date submitted	AACRAO
Unreturned student Exams (Final)/graded coursework	Faculty	One Year after Course Completion	AACRAO
Immunization Records	Health Services	3 years after Graduation or last date of attendance	AACRAO
Academic Warning or Suspension	Academic Affairs	3 years after graduation or last date of attendance	AACRAO
Advising Files	Academic Affairs	5 years after graduation or last date of attendance	AACRAO
Catalogs	Academic Affairs	Permanent	AACRAO
Academic Integrity Code Violations with sanctions	Registrar and Academic Affairs	Permanent	AACRAO Clery Act – 34 CFR 668.46
Academic Dismissal	Registrar and Academic Affairs	Permanent	AACRAO
Admissions Files- Registered Students	Registrar	5 years after graduation or last date of attendance	AACRAO CPLR § 213
Class Lists	Registrar	Permanent	AACRAO
Placement Tests and Scores	Registrar	5 years after graduation or last date of attendance	AACRAO
Audit Authorizations (assume this is “course” audits?)	Registrar	1 Year after processing	AACRAO

TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Changes of Course(add/drop)	Registrar	1 Year after processing	AACRAO
Application for Graduation	Registrar	1 Year after processing	AACRAO
Correspondence, relevant to student’s academic record	Registrar	5 years after graduation or last date of attendance	AACRAO
Changes of Grades	Registrar	Permanent	AACRAO
Credit by Examination Reports	Registrar	5 years after graduation or last date of attendance	AACRAO
Credit/no Credit Approvals (Audit, pass/fail, etc.)	Registrar	1 Year after processing	AACRAO
Name Changes and changes to Personally Identifiable Information	Registrar	3 years after Graduation or last date of attendance	AACRAO
Schedule of Classes	Registrar	3 years after Graduation or last date of attendance	General Education Provisions Act
Transcripts (College)	Registrar	Permanent	AACRAO
Curriculum Change Authorizations	Registrar	5 years after Graduation or last date of attendance	AACRAO
Transcripts (High schools & other colleges)	Registrar	5 years after Graduation or last date of attendance	AACRAO
Graduation Lists	Registrar	Permanent	AACRAO
Correspondence, relevant to student’s SFS record	Center for Student Services	5 years after Graduation or last date of attendance	AACRAO
International Students	Center for Student Services	3 years after Graduation or last date of attendance	8 CFR 214.3 (g): 22 CFR 62.10 (h)
Residency Classifications	Center for Student Services	3 years after Graduation or last date of attendance	AACRAO
Student Employment Records	Center for Student Services	6 years after employment terminates	29 CFR 519.7
Withdrawal Authorizations & Leave of Absences	Center for Student Services & Registrar & Student Success	3 years after Graduation or last date of attendance	General Education Provisions Act
Financial Aid Records - Federal Perkins Loans included	Center for Student Services	7 years after Graduation or last date of attendance	AACRAO

TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Disciplinary Action Records	Student Life	Minor Action: 5 years after Graduation or last date of attendance Major Action: 7 years after Graduation or last date of attendance Suspension, dismissal, or expulsion: Permanent	AACRAO Clery Act
Residency Occupancy Records	Student Life	6 years after expiration of contract or room assignment	CPLR § 213
Residency Change Documents	Student Life	5 years after Graduation or last date of attendance	AACRAO
Residency Damage Records	Student Life	6 years after the end of the fiscal year	CPLR § 213

Accounting & Finance

TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Account Reconciliations	Business Office	7 years	AICPA
Accounts Payable Vouchers and Attachments	Business Office	7 years	AICPA
Accounts Receivables Statements	Business Office	7 years	AICPA
Audit Reports	Business Office	Permanent	AICPA
Bank Statements including Deposit and Withdrawal Records	Business Office	7 years	AICPA
Financial Statements and Work Papers	Business Office	Permanent	AICPA
Cash Receipts	Business Office	7 years	AICPA
Depreciation Records	Business Office	7 years or Life of Asset	AICPA
General Ledger	Business Office	7 years	AICPA
Investment Reports	Business Office	7 years	AICPA
Inventories	Business Office	7 years or Life of Asset	AICPA
IRS Determination Letter	Business Office	Permanent	AICPA
Journal Entries	Business Office	7 years	AICPA
Purchase Orders, Contracts & Agreements	Business Office	7 years	AICPA
Travel Reimbursements and Attachments	Business Office	7 years	AICPA
Bond Debt Supporting Materials	Business Office	3 years after the final redemption date of the bond repayment terms	Internal Revenue Code; USC 26-1.6001-1(e) and Section 148

Alumni Affairs & Institutional Advancement

TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Gift Records	Institutional Advancement	7 years or if a multi-year gift then 7 years after the last gift payment is fulfilled.	IRS
Original Gift Letter Agreements, All others	Institutional Advancement	7 years or if a multi-year gift then 7 years after the last gift payment is fulfilled.	IRS
Planned Gifts (trusts, life income, agreements, annuities) & Real Estate Gifts	Institutional Advancement	Permanent	IRS

Clinic Health Information


TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	DIRECTIVE
Patient/Client Records	Respective Clinic	6 years after expiration or discharge or 3 years after individual attains age 18, whichever is longer	New York State Office of the Professions

Construction & Facilities Management

TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
As-Built Drawings /td>	Facilities Management	Permanent
Construction & Renovation Contracts	Facilities Management	Permanent	AICPA
Contracts of Negotiation Records, Executed Contracts	Facilities Management	For contracts and agreements finalized: 7 yrs after the contract expires; all other records: hold until admin. use ceases	AICPA
Records of Preventive Maintenance, Service or Repairs	Facilities Management	Five years from the date the instrument is no longer in use

Corporate Records

TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Conflict of Interest Disclosure	Employee: Internal Audit Trustee & Officer: Board Secretary	7 years	29 CFR 1602.48 ADEA Rehabilitation Act VEVRAA • EO
Certification, Licensing and Accreditation Records	Office of the President	7 Years after superseded, revoked, or no longer valid	AICPA
Board of Trustee and Governance Minutes	Office of the President	Permanent	AICPA
Board of Trustee Bylaws	Office of the President	Permanent	AICPA
Charter	Office of the President	Permanent	AICPA
Contracts	Business Office and/or Information Technology and/or General Counsel.	3 years after contract termination/completion of work	AICPA
Survey, evaluation and inspection records covering review of facilities by state or federal agency	Facilities Management	Permanent	AICPA
Survey, evaluation and inspection records covering review of programs by state or federal agency	Business Office and/or General Counsel.	Permanent	AICPA
Survey, evaluation and inspection records covering review of programs by professional review organization.	Academic Affairs	Permanent	AICPA

Equal Opportunity


TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Federal & State Required Statistics and Reports	Institutional Effectiveness and Planning	7 years	29 CFR 1602.48
Academic & Non-Academic Search Materials and Documents that Support Hiring Selection Decisions	Human Resources	3 years from date of decision	• Title VII; • Civil Rights Act of 1866 • ADAAA • ADEA • EO • DBRA • Rehabilitatio n Act of 1973 • VEVRAA • FLSA
Complaints of Unlawful Discrimination and Harassment	Human Resources	Permanent	Title VII; 29 C.F.R. § 1602.14 ADEA; 29 C.F.R. § 1627.3(b)(3) ADAAA; 29 C.F.R. § 1602.14 Rehabilitation n Act; 41 C.F.R. § 60-741.80(a) EO 11246; 41 C.F.R. § 60-1.12(a) VEVRAA; 41 C.F.R. § 60-

Human Resources


TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Contracts & Insurance Policies for Benefits	Human Resources	Permanent	FLSA; 29 C.F.R. § 516.5 EPA; 29 C.F.R. § 1620.32
Deceased Employee Claims	Human Resources	7 years after date of death	Occupational Safety and Health Act, 29 U.S.C. § 651, et seq.; 29 C.F.R. §§ 1904–1904.46
Employee Personnel Files (hire paperwork, salary records, status changes, tenure/promotion, retirement/termination and appointment recommendations)	Human Resources	7 years after departure	29 CFR 1602.48 ADEA • Rehabilitation Act • VEVRAA • EO
Faculty Benefits Applications & Paperwork includes: Long-	Human Resources	7 years after departure	FLSA, Title 29 U.S. Code § 205; 29 Code of Federal Regulations § 541 EPA; 29 C.F.R. § 1620.32 29 CFR § 516
Term Disability Forms	Human Resources	7 years after termination	FLSA; 29 C.F.R. § 516.5 EPA; 29 C.F.R. § 1620.32
Faculty & Staff Benefit Handbook	Human Resources	Permanent	AICPA
Federal Reporting Requirements (Welfare benefits and fringe benefits	Human Resources	Permanent	IRS
Files for Disabled Employees	Human Resources	7 years after benefits end	EO 11246; 41 C.F.R. §§ 60-1.12(c), 60-2.10 through 60-2.17 Rehabilitation Act; 41 C.F.R. §§ 60-741.44, 60-741.80(a)-(b) VEVRAA; 41 C.F.R. §§ 60-300.44, 60-300.80(a)-(b)
I-9 Forms	Human Resources	3 years after employment date or separation (whichever is greater) – applies to employees hired after November 6, 1986	Coverage: 8 U.S.C. § 1324a to 1324b; 8 C.F.R. §§ 274a.1, 274a.7 Recordkeeping ng Requirement s: 8 U.S.C. § 1324a; 8 C.F.R. § 274a.2
Individual Contracts of Employees	Human Resources	7 years after separation	FLSA; 29 C.F.R. § 516.5 EPA; 29 C.F.R. § 1620.32
Occupational Injury or Illness records relating to employment (Worker’s Compensation)	Human Resources	Master Summary Record – Indefinite Case Records 10 years after termination of employment	29 CFR 1910.20
Performances Reviews	Human Resources	7 years after separation
Search Committee Records (employment application, resumes, applicant search materials	Human Resources	3 years after date of decision	• Title VII; • Civil Rights Act of 1866 • ADAAA • ADEA • EO • DBRA • Rehabilitation Act of 1973 • VEVRAA • FLSA
Severance Agreements	Human Resources	7 years after expiration	29 CFR 1602.48 ADEA • Rehabilitation Act • VEVRAA • EO
Wage Theft Protection Annual Notices	Human Resources	6 years	N.Y. Lab. Law § 195, 661, 663; N.Y. Gen. Bus. Law § 399-H; N.Y. Comp. Codes R. & Regs. tit. 12, § 142-2.6
Insurance Policies	Business Office	Permanent	FLSA; 29 C.F.R. § 516.5 EPA; 29 C.F.R. § 1620.32
Volunteer Onboarding Forms	Human Resources	7 years after volunteer services
Title IX Investigations and Outcomes	Human Resources	Student: 5 years from the outcome of an investigation Faculty: 6 years from the outcome of an investigation	Title IX, United States Education Amendments of 1972. This is Public Law No. 92-318, 86 Stat. 235 (June 23, 1972), codified at 20 U.S.C. §§ 1681–1688.

Insurance

TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Certificates of Insurance, Indemnification Agreements, Hold Harmless Agreements, Other Contracts	Business Office	7 years after expiration	AICPA
Insurance Policies (Liability, Property and other Policies)	Business Office	Permanent	AICPA
Incident Reports & Accident Reports	Business Office	7 years after report date unless the incident report pertains to an open litigation matter, then maintained until the case is resolved	AICPA

Internal Audit


TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Internal Audit Reports	Business Office	10 years after Issue Date	PCAOB Sec 103(a)
Work papers	Busi	7 years after last date of fieldwork	PCAOB
Quality Internal Audit Assessment	Business Office	5 years	IIA Attribute Standard 1312
RFP Bids: Accepted	Business Office	Life of the Associated Contract	AICPA
RFP Bids: Accepted	Business Office	3 years	AICPA

Legal


TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD
Consent Orders	General Counsel	Permanent
Court Orders	General Counsel	Permanent
Judgments	General Counsel	Permanent
Releases	General Counsel	Permanent
Settlements	General Counsel	Permanent

Payroll


TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Annual Payment Records (W-2 Forms)	Business Office/ Payroll Department	Permanent	IRS
Information Returns filed with Federal and State authorities (W-2, 941, etc.)	Business Office/ Payroll Department	7 years	IRS
Payroll Deduction Authorization Forms	Business Office/ Payroll Department	6 years after employment ends	N.Y. Lab. Law § 195, 661, 663; N.Y. Gen. Bus. Law § 399-H; N.Y. Comp. Codes R. & Regs. tit. 12, § 142-2.6
Record of Payments and Deduction (payroll registers, deduction lists, adjustments)	Business Office/ Payroll Department	6 years after employment ends	N.Y. Lab. Law § 195, 661, 663; N.Y. Gen. Bus. Law § 399-H; N.Y. Comp. Codes R. & Regs. tit. 12, § 142-2.6
Time Records (student and non-students)	Business Office/ Payroll Department	6 years after employment ends	N.Y. Lab. Law § 195, 661, 663; N.Y. Gen. Bus. Law § 399-H; N.Y. Comp. Codes R. & Regs. tit. 12, § 142-2.6

Public Safety


TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Accident Reports	Campus Safety & Security	7 years after report date	Clery Act
Daily Assignment Sheet	Campus Safety & Security	Permanent
Parking Citation Records	Campus Safety & Security	7 years after Graduation or last date of attendance
Fume Hood Testing Records	Facilities Management	3 years
Hazardous Waste Disposal Manifests and Reports	Facilities Management	10 years
Incident Reports	Campus Safety & Security	7 years after report date	Clery Act

Real Property


TYPE OF RECORD	OFFICIAL REPOSITORY	RETENTION PERIOD	GUIDANCE
Property Deeds, Easements, Licenses, Rights of Way, Leases, Rights of First Refusal, Mortgages, Remainder Interests	Business Office	Permanent	AICPA
Property Tax Returns filed with taxing Jurisdiction	Business Office	Permanent	AICPA
Building Plans, Blueprints and Design plans	Facilities Management	Permanent	AICPA