Student Records: transcripts, degree verification, etc.
Call (208)282-2661


June 2, 2015 (Construction nearly complete)

Records that May be Found in an Office

Listed below are the most common types of records. The following list seeks to provide you with an idea of the kinds of records you may find in your office. There are many other potential records, and this is JUST A SAMPLING.  For a full list of records, please refer to the Idaho State Higher Education Records Schedule.

Administrative:


Series Number

Series Title

Retention Period

Archival or Needs Review

Vital

Guidance

 

 

SG1819

CORRESPONDENCE (ADMINISTRATIVE) Correspondence pertaining to the programs, administration, etc. of an agency.

Permanent

Needs Review

Yes

Attend to the security needs of the document; may contain personal information

 

 

SG1826

EVENT AND CONFERENCE RECORDS Records detailing the nature and subject of the event, including but not limited to, brochures, advertising, and press releases.

Permanent

Archival

Yes

 

 

SG1827

EXECUTIVE ORDERS Documents that initiate, etc. procedures that govern an agency and its programs.

Permanent

Archival

Yes

 

 

SG1831

MEETING NOTES Notes from open meetings which will be used to make official minutes.

Permanent

Archival

Vital

 

 

SG1842

RULES, POLICIES AND PROCEDURES Manuals, guidelines, etc. that set out rules, policies, etc. that govern an institution's programs.

Permanent

Archival

Vital

 

Financial:


Series Number

Series Title

Retention Period

Archival or Needs Review

Vital

Guidance

 

SG18110

ANNUAL FINANCIAL REPORTS

Permanent

Archival

Yes

 

 

SG18115

BANK STATEMENTS

Keep until end of Fiscal Year (June 30th) +3 years, then destroy

 

 

 

 

SG18134

FEDERAL TAX RECORDS Includes FICA records.

Keep until after closed/expired +4 years, then destroy

 

Yes

Access should be limited due to personal information

 

SG18154

SIGNATURE AUTHORIZATIONS Records authorizing an employee to initiate financial transactions for the agency.

Keep until suspended + to the end of the Fiscal Year (June 30th) +3 years, then destroy

 

 

Access should be limited to protect financial systems

Personnel: 


Series Number

Series Title

Retention Period

Archival or Needs Review

Vital

Guidance

 

SG18181

ADA (AMERICANS WITH DISABILITIES ACT) DOCUMENTATION Documenting compliance with the ADA.

Keep until after closed/expired +3 years, then destroy

 

 

 

 

SG18183

APPLICATIONS FOR EMPLOYMENT – HIRED Applications, etc. required by employment advertisement.

Keep until after closed/expired +5 years, then destroy

 

 

Access should be limited due to personal information

 

SG18184

APPLICATIONS FOR EMPLOYMENT – DENIED Applications, résumés, etc. required by employment advertisement.

Keep until after closed/expired +2 years, then destroy

 

 

Access should be limited due to personal information

 

SG18209

HAZARDOUS MATERIALS TRAINING RECORDS Records of training given employees in an agency hazard communications program, i.e., risk management, safety office personnel.

Permanent

Archival

Yes

 

 

 

SG18229

PHYSICAL EXAMINATIONS / MEDICAL REPORTS (PERIODIC REVIEW) Examination reports for positions where health and fitness monitoring is required.

Keep until suspended +3 years, then destroy

 

 

Access should be limited due to personal information

SG18238

TIME CARDS AND TIME SHEETS

Keep until after closed/expired +3 years, then destroy

 

 

Access should be limited due to personal information

Students: 


Series Number

Series Title

Retention Period

Archival or Needs Review

Vital

Guidance

 

SG18286

ACADEMIC PROBATION / SUSPENSION Records relating to a student’s academic probation or suspension.

Keep as long as no longer administratively valuable, then destroy

 

Yes

Access should be limited because files contain FERPA and confidential records

 

SG18287

ACADEMIC PROGRESS RECORDS

Keep until after closed/expired +5 years, then destroy

 

Yes

Access should be limited do to files containing FERPA and confidential records

 

SG18293

APPLICATIONS / ADMISSIONS, ACCEPTED

Maximum: Last day of contact +5 years, the destroy

 

Yes

Access should be limited do to files containing FERPA and confidential records

 

SG18294

APPLICATIONS / ADMISSIONS, REJECTED

Keep until after closed/expired +1 years, then destroy

 

Yes

Access should be limited do to files containing FERPA and confidential records

SG18321

GRADUATION STATUS AND RANKING

Permanent

 

Yes

Access should be limited do to files containing FERPA and confidential records

SG18347

TRANSCRIPTS

Permanent

 

Yes

Access should be limited do to files containing FERPA and confidential records

There are MANY different types of records, and you should refer to the Idaho State Higher Education Records Schedule when conducting a records inventory.
Contact the Records Manager, Monte G. Asche at extension 3045 if you have any questions or concerns.