Internal - Faculty & Staff

Simmons University Records Management Quick Tips

February 4th, 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 YearShred
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.

Related Tags

Recent Posts

Have News To Share?

Submit it via our online form.