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RMS Online will not be available for use Friday, 5/20 for the entire day due to an OnBase Production upgrade.  As a result, Wednesday, 5/18 will be the last day for Records Management Center deliveries/pickups until Monday, May 23.

General Retention Schedule

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.

Personnel Records

Schedule Number
110

Lab 800 (state.nh.us) "Personnel file" as used in RSA 275:56 means any personnel records created and maintained by an employer and pertaining to an employee including and not limited to employment applications, internal evaluations, disciplinary documentation, payroll records, injury reports and performance assessments, whether maintained in one or more locations, unless such records are exempt from disclosure under RSA 275:56, III or are otherwise privileged or confidential by law. The term does not include recommendations, peer evaluations or notes not generated or created by the employer.        

Record HolderRetention PeriodDisposition
Official Copy
Human Resources

Date of employee separation + 7 years

Confidential destruction
Administrative Copy
Staff

Until Administrative Need is Satisfied not to exceed Date of Employee separation + 1 year

Confidential destruction
References

8 CFR § 274.2; 29 CFR § 825.500, §1602, §1627; EEOC, Technical Assistance Manual: Title 1 of the ADA, section 6.5, New Hampshire RSA 275:56 and Labor Regulations 802.08.

Policies

Employee Records Policy

Reviewed:

Pre-Employment Records

Schedule Number
120

Pre-employment or search records may include, but are not limited to, resumes/CV, employment applications, recommendation letter(s), recruitment requests, W4, and other related documents.

Record HolderRetention PeriodDisposition
Official Copy
Human Resources

Date search complete + 3 years

Confidential destruction
Administrative Copy
Staff

Until Administrative Need is Satisfied not to exceed 3 years

Confidential destruction
References

15 USC § 1681P, 29 CFR § 1602, 1627

Reviewed:

Employee Payroll and Time Tracking Records

Schedule Number
130

These records document student and staff hours worked. These records may include time cards, time sheets, Kronos timesheets submitted electronically, garnishment accounting, garnishment orders, payroll checks, payroll history, payroll records, and payroll registers.

Record HolderRetention PeriodDisposition
Official Copy
Finance Division

Creation date + 7 years

Confidential destruction
Administrative Copy
Staff

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

29 U.S.C. § 1027; 26 CFR §301.6501(a)-1; 29 CFR § 516, § 825.500, §1602, § 1620, §1627; 430 CMR §5.01; 830 CMR 62C.25.1

Reviewed:

International Scholar and Staff Immigration Records

Schedule Number
140

OVIS is responsible for institutional compliance with government regulations relating to the admission or hiring of international students, scholars and staff, including management of the Student & Exchange Visitor Information System (SEVIS) for data tracking, reporting and overall compliance. In these roles OVIS acts as liaison for the institution to the U.S. Departments of Homeland Security, State, and Labor. Documents may include, but are not limited to, visa certificates (DS-2019s), passport and visa copies, I-94 admission records, change of status notices, labor condition applications, employment authorization documents, USCIS applications and notices, and other supporting documents including internal data collection forms, invitation and employment letters, wage determinations, and other related records.

Record HolderRetention PeriodDisposition
Official Copy
Office of Visa and Immigration Services (OVIS)

Date file closed + 10 years

Confidential destruction
References

34 CFR, Pub. L. 101–649, title II, §221, Nov. 29, 1990, 104 Stat. 5027 , as amended by Pub. L. 102–232, title III, §303(b)(1), (2), Dec. 12, 1991, 105 Stat. 1748 ; Pub. L. 103–416, title II, §215(a), Oct. 25, 1994, 108 Stat. 4315, 8 USC 1184

Reviewed:

Admission Records

Schedule Number
210

A student's admission record refers to any documentation the school used to make an admission decision on admitting the student into its program of study.

Record HolderRetention PeriodDisposition
Official Copy
Admissions & Financial Aid

Matriculation date + 4 years

Confidential destruction
Administrative Copy
Individual Offices

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

34 CFR, AACRAO

Reviewed:

Financial Aid Records

Schedule Number
215

A record of scholarship funds awarded to students through the Financial Aid office. May include administrative requirements for the scholarship, correspondence, lists of recipients, etc.

Record HolderRetention PeriodDisposition
Official Copy
Admissions & Financial Aid

Last contact date or separation date + 3 years

Confidential destruction
Administrative Copy
Individual Offices

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

34 CFR

Reviewed:

Student Academic Record

Schedule Number
220

An institutionally-certified record of a student's performance and course(s) of study at Dartmouth College.

Record HolderRetention PeriodDisposition
Official Copy
Office of the Registrar

Permanent

Transfer to College Archives
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

34 CFR, AACRAO

Reviewed:

Student Employee Personnel, Payroll, and Time Tracking Records

Schedule Number
225

These records document student hours worked. These records may include time cards, time sheets, Kronos timesheets submitted electronically, garnishment accounting, garnishment orders, payroll checks, payroll history, payroll records, and payroll registers.

Record HolderRetention PeriodDisposition
Official Copy
Student Employment Office

Graduation or separation date + 1 year

Confidential destruction
Administrative Copy
Individual Offices

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

34 CFR

Reviewed:

Accounts Payable

Schedule Number
310

These records document an office’s expenditures and purchases. These records may include, but are not limited to, departmental purchase orders, credit card charge slips and statements (including P-Card transactions), bills, invoices, journal vouchers, justifications of purchases, payment authorizations, reports of receipt of goods or services, and receipts.

Record HolderRetention PeriodDisposition
Official Copy
Finance Division

Creation date + 7 years

Confidential destruction
Administrative Copy
Individual Offices

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
Reviewed:

Accounts Receivable

Schedule Number
315

These records are used by  offices to document billing and collection activities. These records may include, but are not limited to, account edit sheets,invoices, journal vouchers, checks, and receipts.

Record HolderRetention PeriodDisposition
Official Copy
Finance Division

Creation date + 7 years

Confidential destruction
Administrative Copy
Staff

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
Reviewed:

Budget

Schedule Number
320

These records provide a record of departmental fiscal activity presented in summary form which may be used for budget planning. These records may be used to analyze budget cuts or restructuring of programs. These records may include, but are not limited to, working papers, memorandums, final summary reports and spreadsheets, and related documentation and correspondence.

Record HolderRetention PeriodDisposition
Official Copy
Finance Division

Creation date + 7 years

Confidential destruction
Administrative Copy
Staff

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
Reviewed:

Banking

Schedule Number
325

These records include, but are not limited to, deposit and withdrawal records, bank
statements and reconciliations, voided and canceled checks.

Record HolderRetention PeriodDisposition
Official Copy
Finance Division

Creation date + 7 years

Confidential destruction
Administrative Copy
Staff

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
Reviewed:

Research Data

Schedule Number
410

Research data generated while individuals are pursuing research studies as faculty, staff, or students of Dartmouth, and data generated by visiting scholars utilizing the facilities of Dartmouth , are to be retained by the institution for a period of three (3) years after submission of the final report on the research project for which the data were collected, unless a longer period is specified by the sponsor.

Record HolderRetention PeriodDisposition
Official Copy
Office of Sponsored Projects (OSP)

3 years after submission of the final report

Confidential destruction
Administrative Copy
Staff

Until Administrative Need is Satisfied not to exceed 1 year

Shred, Recycle, or Delete as Appropriate

Electronic Communications

Schedule Number
500

Email, Texts, IMs, and Other Electronic Communications
As with any other kind of record, the retention period for these types of electronic messages is based on the content of each individual message.

The vast majority of messages sent and received have a transactional value. They may request or provide information but don’t serve any legal or financial purpose for the College. You may delete transactional messages as soon as a reply is given/received or as soon as you no longer need it for reference.

  • Routine replies/requests for information
  • Messages used to set-up or accept meetings
  • Announcements/Acknowledgements
  • Automated notifications

Messages that inform decision-making or could potentially be relied upon legally or financially are substantive and must be retained as per the General Retention Schedule. Examples of substantive records include, but are not limited to:

  • Policy and procedure directives
  • Legal or audit issues
  • Approvals for purchases, HR decisions, or other actions to be taken
  • Final reports or recommendations
  • Grievances, disciplinary actions, and petitions/waivers
  • Documentation of departmental/office actions, decisions, operations and responsibilities

 

Record HolderRetention PeriodDisposition
Administrative Copy
Staff & Faculty Members

See description

Shred, Recycle, or Delete as Appropriate

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:

Advising Records

Schedule Number
710

Records used to monitor student academic progress. May include transcripts from transfer institutions, learning contracts for independent study, research or internship credits, grade reports, study abroad files, etc.

Record HolderRetention PeriodDisposition
Official Copy
Faculty Member(s)

Graduation date + 3 years or 7 years after last student activity

Confidential destruction
Reviewed:

Graded Material

Schedule Number
715

Graded material includes, but is not limited to, examinations, papers, presentations, etc.

Record HolderRetention PeriodDisposition
Official Copy
Faculty Member(s)

End of term + 1 year

Confidential destruction
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

AACRAO

Reviewed:

Promotion and Tenure

Schedule Number
720

Including, but not limited to, Faculty Record Supplement, Grant Proposal, Instructor PhD Completion Letter, Named Chair Appointment Letter, Appointment Letter, Appointment Request Letter, Award Acceptance Letter, Award Application, Award Denial Letter, CAP Action Letter, CAP Candidate Statement, CAP Confidential Signature Page, CAP Department Letter, CAP Department Roster, CAP List of Reviewers, CAP Trustee Approval Letter

Record HolderRetention PeriodDisposition
Official Copy
Dean of the Faculty

Employee separation date + 7 years

Confidential destruction
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction

Non-Records

Schedule Number
800

The following materials are considered to have no administrative, legal, financial or archival requirements for their retention. Non-records include, but are not limited to, templates, blank forms, drafts, published material, non-work related emails, and duplicated material.

Record HolderRetention PeriodDisposition
Administrative Copy
Staff & Faculty Members

Until Administrative Need is Satisfied

Shred, Recycle, or Delete as Appropriate
Reviewed: