Records Retention Schedule

The College's Record Retention Schedule is a guideline that sets forth the length of time that records shall be retained. The schedule is intended to cover all College records for which there is a legal, regulatory or management retention requirement.

Records shall not be retained beyond the periods specified in the Record Retention Schedule. The College shall not maintain records longer than required unless a suspension of the retention period is necessary due to legal matters as described below.

Suspension of Records Retention Schedule in the Event of a Claim, Lawsuit, Government Investigation, Subpoena, Summons, or Other Ongoing Matters

If the College is served with legal process (such as a subpoena or summons), becomes aware of an investigation or audit, or if a claim or dispute arises—whether formal or informal—the Record Retention Schedule will be suspended. Any records related to the matter must be preserved and may not be destroyed until the issue is fully resolved.

Destruction

The College maintains a structured process for managing records throughout their lifecycle, including semiannual archiving and secure destruction. College records that have moved beyond their active use and are no longer needed for the day-to-day operations of the originating office may be identified by office staff for archiving or retention review. Twice each year, eligible records are transferred to the College Archives in accordance with the Records Retention Schedule. When records have reached the end of their required retention period, Records Retention Officer ensures that expired materials in the archives are properly destroyed. Offices with outdated documents may also arrange for their own destruction in accordance with established guidelines.