February 4, 2020
Simmons University is committed to meeting its administrative, fiscal, legal, and historical obligations through the systematic and consistent management of all records, regardless of medium or format, created and/or maintained by employees of Simmons University in the course of the University’s academic and administrative business functions.
Most departments and offices maintain a variety of records that document and support their day-to-day operations and the delivery of their core work functions. These may include policies, procedures, project or program planning documents, meeting minutes, or assessments that are unique to a specific office or function.
For guidance on department-specific records, please contact the University Archives. In addition to these important materials, offices may also hold “convenience copies” of records for which they are not the “official record keeper.” The following list covers many of the most commonly found of these records and provides guidance on their disposal.
Financial Records: Official Copies held by Finance/AP, and in Workday
| What Records? | Keep for How Long? | Destroy How? |
| Invoices, receipts, statements, requisitions, expense reports | No more than Two Years after their active Fiscal Year | Shred |
| Departmental budget planning, reports, summaries | As needed | Shred |
Student Records: Official Copies held by Office of the Registrar/Admissions/Academic Depts
| What Records? | What Records? | Destroy How? |
| Advising records, transcripts | No more than Five Years after date of student graduation | Shred |
| Student coursework (noncapstones) | No more than One year after course completion | Shred |
Employment Records: Official Copies held by Human Resources/Office of the Provost
| What Records? | What Records? | Destroy How? |
| Resumes, correspondence, performance evaluations, managers notes for employees | No longer than end of employment | Shred |
| Applications, resumes, letters of recommendations for candidates not hired | Until close of search | Shred |
| Payroll records, timesheets | No longer than 2 years | Shred |
| Faculty Search records | Until close of search | Shred |
| Faculty Tenure dossiers | As needed | Transfer to University Archives |
| Student Employment records | No longer than 2 years | Shred |
Academic Program Records: Official Copies held by Office of the Provost / Faculty members
| What Records? | Keep for How Long? | Destroy How? |
| Accreditation and Program Review materials | As needed | Transfer to University Archives |
| Faculty teaching materials, including syllabi, readings, lecture notes | As needed | Transfer to University Archives |
| Faculty research materials, including notes, drafts, and final copies | As needed | Transfer to University Archives |
Events Records: Official Copies held by Office of Conferences and Special Events
| What Records? | Keep for How Long? | Destroy How? |
| Planning, logistics, set-up, budget | As needed | Shred |
| Programs, announcements, flyers | As needed | Transfer to University Archives |
For more information see the complete University Retention Schedules.
