Records Management

General Administrative Records

The General Retention Schedule (GRS) provides guidance on how long different types of commonly used records must be retained and if records should be destroyed or transferred to the Archives once the retention periods have ended. For assistance with records specific to your office or department, please email Records Management.
Find out more about retention and disposition.

Extracted Data

Schedule Number
610

Documents derived from a master file or database in the form of statistics, reports, hard copy printouts, mailing lists,  auto-generated notifications and reminders, etc. Includes emails.  These records will be visible and accessible for their full retention period in the system of record and can be reprinted as needed.

Record HolderRetention PeriodDisposition
Administrative Copy
Staff & Faculty Members

Until Administrative Need is Satisfied

Shred, Recycle, or Delete as Appropriate
Reviewed:

Meeting Minutes

Schedule Number
615

A record of actions and decisions of committees, councils, faculty and staff meetings.  Includes minutes, agendas, notes, reports, etc. These records document the orders of business and proceedings of meetings held by departments, offices and other entities.A record of actions and decisions of committees, councils, faculty and staff meetings.  Includes minutes, agendas, notes, reports, etc. These records document the orders of business and proceedings of meetings held by departments, offices and other entities.

Record HolderRetention PeriodDisposition
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 5 years

Consult Archives
Reviewed:

Annual Reports

Schedule Number
620

Annual Reports include, but are not limited to, summaries of accomplishments, goals, statistics, awards received, anticipated program needs and plans, supporting documentation, etc.

Record HolderRetention PeriodDisposition
Administrative Copy
Office or Committee of Origin

Creation date + 5 years

Consult Archives
Reviewed:

Scheduling

Schedule Number
625

Records relating to the administrative arrangements for setting up meetings.  Includes requests for agenda items, announcements of meetings, related correspondence/communications, and calendar invitations/responses..

Record HolderRetention PeriodDisposition
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 5 years

Shred, Recycle, or Delete as Appropriate
Reviewed:

Correspondence

Schedule Number
630

Communications and postings that do not relate to the functional responsibility of an office (i.e., announcements of meetings, reservations, confirmations, itineraries, acknowledgements, form-letter thank you notes, etc.).

Record HolderRetention PeriodDisposition
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 5 years

Shred, Recycle, or Delete as Appropriate
Reviewed:

Photographs and Recordings

Schedule Number
635

Still and moving images provide audio-visual documentation of College activities, events, students, faculty, and staff. Still and moving images include fully identified photographs in print, negative, and slide formats; video recordings; film; and audio recordings in all formats.

Record HolderRetention PeriodDisposition
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 5 years

Consult Archives
Reviewed:

Event Records

Schedule Number
640

These records document events and event planning. These records may include but are not limited to notes, vendor information and correspondence, event programs and publicity, attendance data, correspondence, and accounts payable records.

Record HolderRetention PeriodDisposition
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 5 years

Shred, Recycle, or Delete as Appropriate
Reviewed:

Waivers

Schedule Number
645

A waiver is the voluntary relinquishment of a known right and is executed prior to an activity. Waivers are requested of participants in voluntary activities that involve physical activity/sports, exposure to the elements, lab exposures, etc.

Record HolderRetention PeriodDisposition
Administrative Copy
Office or Committee of Origin

Creation date + 4 years

Confidential destruction
Reviewed:

Speeches and Presentations

Schedule Number
650

These may include, but are not limited to, texts, slide presentations, or recordings of speeches and presentations.

Record HolderRetention PeriodDisposition
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 5 years

Shred, Recycle, or Delete as Appropriate
Reviewed:

Project Files

Schedule Number
655

These files are usually an assembled mix of document types about a topic, project, or entity.These files are usually an assembled mix of document types about a topic, project, or entity.

Record HolderRetention PeriodDisposition
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 5 years

Shred, Recycle, or Delete as Appropriate
Reviewed:

Email & Phone

Records Management

Address

Records Management

Hinman Box 6218
Suite 105, 56 Etna Rd
Lebanon NH 03766

Our Staff

Peter Carini
Peter Carini
College Archivist and Records Manager
Vi Welker
Vi Welker
Records Analyst
Julia W. Logan
Julia W. Logan
Assistant Archivist for Acquisitions
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