Operating Standard
Type: Administrative
Responsible:
Related Policies: A1400
Linked Procedures:
Related Laws:
Related Standards:
HLC Criterion:
| Paid Bills and Invoices (Source – Vendor File) | Retain 7 years and destroy if audited. |
| Purchase Orders and Requisitions (Source – Vendor File) | Retain 7 years and destroy if audited. |
| Duplicates of Purchase Orders (Source – Numerical Listing) | Retain 3 years and destroy |
| Miscellaneous Correspondence | Purge files annually of all non-essential correspondence |
| Miscellaneous Bids Specifications and Proposals | Retain 10 years after acceptance or rejection and destroy. |
| Budget Records (Source – ICCB Budgets) | Retain 7 years and destroy if audited |
| Inventory (Source – Bookstore Inventory) | Retain 3 years and destroy if audited |
| H.E.G.I.S. General Information Survey Records | Retain 3 years and destroy |
| ICCB Enrollment Survey (Source 10th Day ICCB Reports) | Retain 3 years and destroy |
| Check Register | Retain 7 years and destroy if audited |
| Agenda – Board of Trustees | Retain 60 days and destroy |
| E2 Cards – ICCB | Retain until the ICCB confirms the data is contained on ICCB tape |
| Employment Application | Retain 1 year and destroy |
| Application for Employment Classified Employee | Retain 1 year and destroy |
| Fiscal Operations Report | Retain 3 years and destroy if audited |
| Cancelled Checks, Bank Statements, and Deposit Slips | Retain 7 years and destroy if audited |
| Election Records (Source – All Election Records) | Destroy accumulation |
| Claim for Reimbursement | Retain 7 years and destroy if audited |
| Retailer’s Occupation Tax and Use Tax (Sales and Tax Report) | Retain 7 years and destroy if audited |
| Vendors Release of Payment (Source Vendor File) | Retain 2 years and destroy if audited |
| Resource Allocation and Management Plan | Retain 7 years and destroy if audited |
| Cash Receipts (Bookstore) | Retain 2 years and destroy if audited |
| Payroll Time Records | Retain 7 years and destroy if audited |
| Time Sheets (Source – Financial Aid) | Retain 2 years and destroy if audited |
| Department of Vocational Training and Education Evaluation | Retain 5 years and destroy |
| Expired Insurance Policies | Retain 7 years after expiration and destroy provided no claims are pending |
| Vocational Education Files | Retain 5 years and destroy if audited |
| Equipment Reports | Retain 7 years and destroy |
| Tuition Billing and Student Fees (Third Party and Non-Third Party) | Retain 7 years and destroy if audited |
| Summary of Vocational Agriculture Monthly Reports | Retain 1 year and then destroy |
| E.P.A. Records of Chemical Analysis | Retain 10 years and destroy |
| Change Log | ||
| Date | Description of Change | Governance Unit |