Records Retention and Disposal
Administrative Procedure 3.102
The business administration offices will be responsible for the preservation and disposition of public records and documents of Elgin Community College, in compliance with the regulations of the Local Records Commission of Springfield, Illinois. Each record and document will be retained for the specified time according to the attached retention and disposal schedule, which has been established by the State Local Records Commission. This schedule will be amended for additional records and documents not listed, by filing a new application. The following procedure will be implemented.
At least sixty (60) days prior to maturity of the retention period, a Records Disposal Certificate will be completed and approved by the Local Records Commission. This certificate of approval will authorize the administration of Elgin Community College to dispose of the specified records per the below schedule.
Record Retention Guide
Records | Number of Years Description of Records Must Be Retained |
---|---|
Account Analysis Year-to-Date | Permanently |
Accounts Payable | 7 Years |
Admissions Applications of Non-Enrollees | 2 Years |
Agreements | 2 Years after expiration |
Annual Audits | Permanently |
Annual Budgets | 7 Years |
Annuity Reports | 5 Years |
Articulation Request | Until Superseded |
Bank Statements | 7 Years |
Bid Documents | 10 Years |
Board Minutes, Official | Permanently |
Budget Working Files | 2 Years |
Building Program Project Files | Permanently |
Canceled Bonds | 2 Years |
Canceled Checks | 7 Years |
Cash Receipts | 2 Years |
Cash Register Tapes | 2 Years |
Central Stores Reports | 2 Years |
Certificate of Results of Election | 1 Year |
Certificate-Eligibility Nonimmigrant Student Status | Permanently |
Chargeback Authorizations | 3 Years |
Chargebacks | 3 Years |
Class Enrollment Forms | 1 Year or until ICCB checks |
Class Lists, Registrar's Copy | 3 Years |
Community Scholar Program Applications | 5 Years |
Consultants' Reports | Permanently |
Contracts | 10 Years after expiration |
Copy Center Request Forms | 2 Years |
Correspondence, Memos, Meeting Notes, Etc NOTE: Unless above is of historical or legal value |
1 Year |
Daily Cash Reports | 2 Years |
Deposit Slips | 7 Years |
Election - County Clerk's Tabulation of Votes | 1 Year |
Election - Official Canvass | 1 Year |
Election Materials | 60 Days |
Emergency Loan Fund Files | 2 Years after loan cleared |
Employee Action Forms & Overload Contracts | 2 Years |
Employment Applications | 5 Years |
Equipment Inventory Register | 2 Years |
Federal and State Tax Forms, W-2, W-3, 94/E | 7 Years |
Federal and State Tax Forms, W-4 | 5 Years after termination |
Financial Board Reports | 2 Years |
Foundation, Incorporation Articles & Bylaws | Permanently |
General Ledgers | Permanently |
Grade List, Final (Printout) | Permanently |
Grade Sheets | Permanently in some form |
Graduates Listings | Permanently |
Grant Files | 3 Years after completion of program |
Insurance Policies | 7 Years after expiration |
Inventory Cards | Permanently |
Leases and Agreements | 2 Years after expiration |
Legal Action Files | 2 Years after case closed |
Legal Opinion | Permanently |
Mail Center Reports | 2 Years |
Minutes, Official Board Minutes et al | Permanently |
NSF Check File | 2 Years after account cleared |
Office Supply Request Forms | 1 Year |
Official Bonds | 2 Years after expiration |
Official Board Minutes | Permanently |
Paid Invoices | 7 Years |
Part-time Voluntary Overload Faculty Contract | 2 Years |
Payroll Account Distribution | Until no longer needed |
Payroll Net Earnings Reports | 2 Years |
Payroll Register | 7 Years |
Personnel-Applications, Memos, etc | 5 Years after termination |
Personnel-Individual Work & Salary History | Permanently |
Procedures Manual | Until Superseded |
Purchase Order Chronological File | 2 Years |
Real Estate Files (deeds, appraisals, etc.) | Permanently |
Refund Check Register | 2 Years |
Request for Mailing and UPS Forms | 1 Year |
Requisitions | 2 Years |
Restricted Purposes Worksheets | 2 Years |
Specifications | 10 Years |
Staff Absence Reports Forms | 2 Years |
Student Adds, Drops, & Withdrawals | 1 Year |
Student Applications of Those Who Do Not Enter | 2 Years |
Student Drop List | 3 Years |
Student History, Display Online | Permanently in some form |
Student Listing Payment Transaction | Until use is complete |
Student Permanent Record | Permanently |
Student Schedules | 1 Year |
Tax-Exempt Status Report | Permanently |
Tax Levy Files | 7 Years |
Time Sheets | 2 Years |
Transcripts of Non-enrollees | 3 Years |
U.S. Savings Bonds Receipts | Until use is complete |
Vender Payment Report | 7 Years |
- Public Notice
- Procedures
- Academic Integrity 4.407
- Academic Renewal (Fresh Start) 4.105
- Academic Residency 1.301
- Acceptable Usage Guidelines for Electronic Student Services
- Alcoholic Beverages on Campus 6.301
- Anti-Discrimination, Harassment, and Retaliation Policy and Procedure 3.404
- Appeal for Complaint Procedure 4.408
- Appeal of Final Grade 4.403
- Athletic Eligibility Procedure
- Behavioral Threat Assessment and Intervention Team (BIT) 4.602
- Business Enterprise for Minorities, Females and Persons with Disabilities 3.408
- Business Ethics and Conduct 3.808
- Campus Safety 3.701
- Clery Act Compliance Policy 3.104
- College Admission 4.101
- Communicable Diseases/Contagious Illnesses 3.601/4.601
- Complaint Procedure 4.401
- Copyright 3.301
- Course Audit and Pass/No Credit 1.201
- Course Retake 1.203
- Credit for Learning Experiences other than Formal Instruction 1.101
- Criminal Background Checks and Drug Testing 3.406
- Data Collection Involving People at Elgin Community College 3.103
- Data Privacy Policy 3.905
- Death of a Student/Former Student 4.406
- Drug and Alcohol Testing of Truck Driving Program Students 3.405
- Drug-Free Campus 3.401
- Electronic-Mail (E-mail) 7.104
- Emergency Closings Procedure 3.809
- Emeritus Status 5.101
- Extended Absence Notification for Students 4.104
- Extracurricular and Co-curricular Off-Site Learning Activities 4.405
- Facilities Usage Regulations 6.208
- Financial Aid Satisfactory Academic Progress Policy
- Firearms, Weapons, and Concealed Carry Procedure 3.902
- Individuals with Disabilities Procedure 3.501
- Information Technology – Acceptable Usage 7.101
- International Student Insurance Requirements 4.202
- Minimum Competencies and Placement Testing 1.104
- Minimum Requirements for Appointment to Faculty 5.103
- Notice of Non-Discrimination 3.402
- Parking of Vehicles on Campus 3.702
- Payment of ECC Financial Obligations Incurred by Employees 2.203
- Placement Test Appeals 4.404
- Posthumous Awarding of Degree or Certificate 4.604
- Records Retention and Disposal 3.102
- Red Flag Identify Theft Prevention Program 3.407
- Refunds for Credit and Non-Credit Courses 2.102
- Safety and All Hazards Response 3.806
- Schedule Changes and Course Withdrawals 1.202
- Service Animals For Persons With Disabilities 3.904
- Sex Discrimination, Sexual Misconduct, and Interpersonal Violence 3.403
- Smoking and Tobacco Use on Campus 3.801
- Social Media Procedure 3.903
- Standards of Academic Progress (SOAP) 1.102
- State Officials and Employees Ethics Act 3.409
- Student Academic Records 4.103
- Student Code of Conduct 4.402
- Student Grades 1.103
- Student Optional Disclosure of Private Mental Health Information 4.603
- Student Residency 4.102
- Student Tuition and Fees 2.101
- Student Waitlist Registration 4.502
- Survey Use and Administration 3.906
- Tuition Adjustment Advisory Council (TAAC) 2.103
- Tuition Waivers and Trustee Scholarships 4.201
- Unattended Children on Campus 3.802
- Use and Rental of Campus Hallways, Atriums and Grounds 6.202
- Use of College Assets 2.303
- Vocational Skills Guarantee
- Whistleblower Protection 3.804
- Withdrawal for Students Called to Active Duty 4.501
- Workplace Violence Prevention 3.805
- Privacy Policy
- Title IX
- Disclaimer
- Freedom of Information Act (FOIA)
- Mobile Terms of Service
- Professional Licensure Disclosure