Records Management

General Retention Schedule

General Records Retention Schedule for State Colleges and Universities

Custom Retention Schedules

Academic Testing Center		Retention Period
17594‌	Academic Testing Center Files	2 years, destroy
Accessibility and Disability Services
15748‌	Accessibility and Disability Services Client Records	7 years from date of last service, destroy
Accounts Payable
16962‌	Certificate of Insurance Records	5 years, destroy
Administrative and Academic Departments
15513	Procurement Card Records	State funds: 3 years, destroy Federal funds: 5 years, destroy
Athletics
16272‌	Compliance Files	7 years, destroy
16273‌	Student Athlete Compliance Files	7 years after graduation or date of last attendance, destroy
16930‌	Student Athlete Random Drug Testing Files	5 years, destroy
Biddle Center (inactive)
16276‌	Student Mentor Files	4 years, destroy
Center for Global Engagement
16069	Study Abroad Student Files	3 years after completion of program, destroy
‌16070	International Student Files	10 years after graduation or date of last attendance, destroy
Counseling and Psychological Services
15747‌	Counseling Services Client Records	10 years from date of last service, destroy
Dean of Students (formerly Student Conduct)
15696‌	Student Discipline Files	7 years, destroy
Enterprise Risk Management & Insurance Services
16554‌	Insurance Claim Forms	2 years after case closed, destroy
Financial Aid and Scholarships
16787	Student Financial Aid Records	7 years, destroy
Hackler Golf Course
16982	Hackler Golf Course Records	1 year, destroy
Office of Human Resources
15077	Request for Student Services	5 years, destroy
15302	Family Medical Leave Act (FMLA) Files	3 years, destroy
15387	Classification/Compensation Actions	3 years after termination, destroy
15443	Criminal Background Checks/Background Release Forms	Hired: 15 years after termination of employment, destroy Not Hired: 2 years after creation, destroy Release Form Only: 60 days following search closure, destroy
16081	Employment Eligibility Verification Form (I-9) and E-Verify	I-9 Forms: 3 years from date of hire or 1 year from date of termination, whichever is later, destroy E-Verify Forms: Until no longer needed for reference following positive E-Verify confirmation, destroy
16086	University Affiliate Forms	5 years after affiliate assignment ends, destroy
16087	Volunteer Forms	5 years after volunteer assignment ends, destroy
16255	Research Grant Actions	2 years after conclusion of project or funding, destroy
16256	Temporary Grant Actions	2 years after conclusion of project or funding, destroy
16257	Time-Limited Actions	2 years after conclusion of project or funding, destroy
16258	Temporary Work Authorization Records	5 years after filing a petition for temporary work authorization, destroy
16259	Permanent Work Authorization Records	5 years after filing Labor Certification Application with the US Department of Labor, destroy
17629	Marketplace Exchange Notification	3 years, destroy
17771	Affordable Care Act Reports	3 years, destroy
18535	Americans with Disabilities Act and Workplace Possibilities Program Accommodation Files	3 years, destroy
18674	Employee Relations Files	Records of Individuals No Longer Employed: 7 years from date of resolution, destroy Records of Individuals Still Employed: Upon separation of employee, destroy
18675	Equal Employment Opportunity Commission (EEOC)/South Carolina Human Affairs Commission (SHAC) Files	Records of Individuals No Longer Employed: 7 years from date of resolution, destroy Records of Individuals Still Employed: Upon separation of employee, destroy
Provost's Office
15871	Students' Graded Exams, Papers and Homework	3 years, destroy
17166	Syllabi	6 years after end of academic semester, destroy
17237	Faculty Credentialing Records	Active Faculty Records: 5 years after inactive, destroy Records of Persons Never Employed by the University: 2 years, destroy
17897	Field Trip Liability Waiver	2 years, destroy
Public Safety
15031	Vehicle Daily Check Sheet	6 months, destroy
15032	Release of Liability	2 years, destroy
15033	Security Building Guest Entry Log	1 year, destroy
16560	Incident Reports	10 years after date of incident, destroy
Office of the Registrar
16334	Tuition Refund Appeals	1 year, destroy
16925	Student Enrollment Files	Office: 7 years, destroy
18416	Academic Program Evaluation	75 years, destroy
18633	External College Transcripts	10 years, destroy
Scheduling and Event Services
15024	Ticket Stubs	3 years, destroy
15789	Event Files	5 years, destroy
Student Accounts
16181	Parent Loan For Undergraduate Student (PLUS) Change of Payee Form	1 year, destroy
16525	Credit Card Receipts	18 months, destroy
17246	Federal Perkins Loan Program Records	3 years after loan pain in full, satisfied or canceled, destroy
Student Engagement
16240‌	Student Event Files	5 years, destroy
16271‌	Stipend Files	5 years, destroy
16277‌	Student Media Applications	1 year, destroy
16440‌	Civic Engagement Files	3 years, destroy
16441‌	Student Leadership Files	2 years after graduation or date of last attendance, destroy
16442‌	Student Organization Files	7 years after organization becomes inactive, destroy
16443‌	Fraternity and Sorority Organization Files	5 years, destroy
University Counsel
16530	Freedom of Information Act (FOIA) Requests	7 years after completion of request, destroy
18675	Equal Employment Opportunity Commission (EEOC)/South Carolina Human Affairs Commission (SHAC) Files	Records of Individuals No Longer Employed: 7 years from date of resolution, destroy Records of Individuals Still Employed: Upon separation of employee, destroy
University Housing
13421	Student Residence Files	3 years after expiration or termination of contract, destroy
18687	University Housing Resident Assistant Forms	5 years after completion or termination of employment, then destroy
University Recreation
15700	Accident/Incident Report	3 years, destroy

 

As a State Agency of South Carolina, Coastal Carolina University is required to create, maintain, and properly preserve or dispose of records that document University policies, procedures, functions, and decisions. At Coastal, these responsibilities fall under the supervision of the Office of Institutional Research, Assessment, and Analysis.

As the administrative body of University Records Management, the Office of Institutional Research, Assessment, and Analysis:

• Oversees University adherence to approved records management policies and procedures in order to ensure compliance with the South Carolina Public Records Act;
• Monitors established retention and disposition schedules;
• Assists departments and administrative offices in identifying and standardizing records retention/disposition practices; and
• Promotes a systematic and uniform disposition of the University's vital records.

UNIV-448 Records Retention - This policy describes the records management function and administration at Coastal Carolina University.

Coastal Carolina University has a state contract for shredding through Shred With Us. All shredding must go through this company. Once you have approval from the Office of Institutional Research, Assessment, and Analysis to destroy your records, please contact Shred With Us to set up your account or schedule shredding services. Off-site shredding does not require staples, paper clips, or metal clamps to be removed.

To set up a new account or schedule shredding services (service beyond the recurring service), please contact:

Erica Harville
Shred With Us
121 Shumpert Road
West Columbia, SC 29172
803-978-7332
erica@shredwithus.com

What is Electronic Records Management?

Electronic Records Management is a means by which to systematize the format, content, and administration of data processed by electronic means. As with other Records Management mediums, Electronic Data Management increases the efficiency of record maintenance and disposition per the South Carolina Public Records Act of 1973, as amended in 1990.

What Constitutes an Electronic Record?

Electronic records, as defined by the Uniform Electronic Transactions Act, are records created, generated, sent, communicated, received, or stored by electronic means. The term can refer to both analog (i.e., audio and videotapes) and digital formats. Electronic records include all documents, applications, databases, spreadsheets, and other materials made by any microcomputer, minicomputer, or mainframe.

Why Electronic Records Management?

South Carolina law and federal rules mandate that public records must be treated as official records regardless of their format. Electronic records of state and local governments are subject to the same controls and legal requirements as paper documents and information on other media.

Due to the relative economy of electronic data storage, there is a tendency to keep volumes of unnecessary files indefinitely. Left unchecked, this practice ultimately creates an inefficient and costly system to maintain. Aside from expenditures on equipment and media, electronic data storage requires continuing maintenance and upkeep. Devising a records management plan that keeps only those records needed to meet agency and legal requirements is vital.

If properly managed, electronic records are also an effective vehicle for preserving historical information. Because an agency's records reflect how it accomplishes its mission and goals, researchers, both internal and external to the agency, may want to reference them over time.

South Carolina Department of Archives and History

• Electronic Records Management Guidelines
• Email Management (pdf)
• Records Management

South Carolina Legislature

• Public Records Act
• Freedom of Information Act

Tutorial

• Records Management at Coastal Carolina University (pdf)

Why Records Management?

All government agencies in South Carolina are required by law to maintain a records management program in compliance with S.C. Department of Archives and History guidelines. Beyond setting a standard for the storage, retention, disposal, selective preservation, and permanent retention of records, records management programs increase institutional effectiveness by facilitating:

• Quick and easy information retrieval;
• Efficient use of office space and equipment;
• Protection and preservation of permanent, confidential, and vital records;
• Proper documentation of the disposition of records that may be required for audits, investigations, or lawsuits; and economic use of capital.

I have a lot of records in my office, and I’m running out of storage space. Can I go ahead and dispose of the records?

Before disposing of records, first contact the Office of Institutional Research, Assessment, and Analysis (IRAA) to find out if the records in question have a records retention schedule. A retention schedule details the records and specifies how long the University is required to keep them. If no schedule exists for these records, a specific retention schedule will need to be developed. Please remember that all public records created at Coastal Carolina University are disposed of per the General Records Retention Schedule for State Colleges and Universities (PDF).

Do retention schedules apply to copies of documents – for instance, those forwarded as correspondence, or duplicated for reference?

The retention schedules apply only to the official copies of the University's records. They do not apply to convenience, informational, or duplicate copies, which may be destroyed when no longer needed for reference.

If IRAA authorizes me to destroy documents, do I need to submit any forms to the South Carolina Department of Archives and History, Records Management Division?

No. Once you are given proper authorization to dispose of documents, IRAA will send the completed "Report on Records Destroyed” form on your behalf.

Where can I find a copy of the "General Records Retention Schedules for State Colleges and Universities"?

Download the General Records Retention Schedule for State Colleges and Universities (PDF).

The South Carolina Department of Archives and History lists two types of schedules: general and custom. What’s the difference?

General retention schedules apply to records common to all University departments. Custom retention schedules apply to records that are not listed in the general retention schedule. The University generates custom retention schedules for those records with approval from the South Carolina Department of Archives and History.

My department has both paper and electronic copies of the same documents; will there be different retention schedules for each?

If a department maintains records in two different formats (in this case, paper and electronic), it will have to decide which is the official copy for the department and the University, and which is the reference copy. Only the official copy is covered under the general retention schedule. No reporting is necessary if the reference copy is destroyed before the retention period is met. However, if both record types are kept through the scheduled retention period, both record types must be destroyed at the same time.

If I don’t need separate retention schedules for my corresponding paper and electronic files, do I still need to draw reference to the electronic files (for purposes of correspondence, etc.)?

If you are maintaining both paper documents and electronic documents of the same records series, you should establish, in writing, the correlation between the two. You should give each the same names to allow for easy cross-referencing.

Our office has a shortage of storage space, so we’ve started keeping all new files electronically. Is there a special protocol we should follow for the management of these records?

Electronic records must also follow the General Records Retention Schedule for State Colleges and Universities (PDF). If these records are not included within that schedule, a custom retention schedule will need to be created. In addition, office procedures must include the maintenance of the documents on the electronic storage medium used for the duration of the scheduled retention period.