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Records Retention Cycle

Academic Files

When students graduate, you will need to update their FileMaker record and move their files to the archived graduate files in Room 219N (the doctoral exam room).

  • Update the following fields in FileMaker: status = Graduated; file location = Graduated; last term enrolled = appropriate term; destroy date = term and year that is 7 years after the last term of enrollment
  • Move the graduate student files into the file cabinets in Room 219N

Student files should be destroyed and shredded 7 years after the last term of enrollment. This is done each summer. Make sure to update the FileMaker record with the date destroyed.

GE Files

GE files should be moved to the GE file archive in 219N when their last year of GE service has ended. The files should be destroyed 5 years after the last term of employment as a GE.