Policies & Procedures Manual

302

Policy No: 626

Policy Contact: Vice President for Business Operations

Policy Title: INSTITUTIONAL RECORDS

East Central Community College will retain a permanent copy of employee personnel files, student permanent records and transcripts, and business office financial records. The College transcript, which is a student permanent record, includes terms of enrollment, courses and grades and shall be retained permanently. Other records, which include application forms, high school or GED transcripts or prior college transcripts, shall be retained five years (Cross reference Policy 816, Student Records) Annual digital financial records will be stored on electronic media after each audit is completed and the College shall permanently retain two copies of the electronic media. One copy of the electronic media will be kept in the vault in the Business Office and one copy at an offsite electronic storage facility utilized by the College. All other records may be disposed of in accordance with state law as enumerated in the Mississippi Code, Section 25-59-15, which states that records must be maintained for a period of three (3) years beyond the date that the records were last audited.

(Revised 11/9/10; Revised 6/14/16)