In this section

• About the Simmons College Archives
  • College Archives Forms
• Collections and Resources
  • College Records
  • Manuscripts Collection
  • Historical Book Collections
  • Charities Collection
  • Notable Women of Simmons College Digital Scrapbook Collection
• Simmons College History
  • A Brief History of Simmons College
  • Presidents of Simmons College
  • Women of Simmons College, 1900-1920
  • Traditions of Simmons College
  • Buildings of Simmons College
  • History of Garland Junior College
• Records Management
  • Storage and Retrieval of Records
  • Records Retention Schedules
  • Electronic Records Guidelines
  • Vital Records Guidelines

Records Management at Simmons College

General Records Schedule

Academic Offices Records Schedule

Admissions Offices Records Schedule

Records Retention Schedule

In order to operate your department or office efficiently, your personnel must not only have a knowledge of what records are generated in the course of doing business, but how they are organized and utilized in the day-to-day activities of your unit. This knowledge can best be obtained and remembered through the development of and reference to a records retention schedule.

The records management office will be conducting surveys of all College departments and offices to inventory their records, and to produce a records retention schedule for them. Records retention schedules are thoroughly researched, and an office's files are analyzed for legal, fiscal, administrative, operational, and historical/research value. All records schedules will be approved by the department or office head, and no records will be removed from your office or destroyed without your consent.

The purpose of a retention schedule is to:

 • establish an inventory of records within your department or office.
 • establish custodial responsibility for the various departmental records.
 • provide a management tool outlining individual record retention and safekeeping requirements.
 • list confidential records, thereby requiring special handling for release.
 • list those records which are vital to the business of the College and may require special handling procedures.
 • ensure that records are maintained to meet all legal guidelines and scheduled to be destroyed as perscribed by law.

 

General Records Schedule

The following is list of records commonly found in College offices along with their retention periods and dispositions. Please use in conjunction with the records retention schedule prepared for your office.

Additional General Retention Schedules are available for Admissions offices and Academic Department offices.

If a specific type of records is not identified on your office’s records schedule or on the general schedule, please consult with the Records Manager before destroying the records.

Committee Records: Records of the activities of committees or groups. Records include minutes, reports, agendas, notes, attachments, membership records, correspondence, etc.
Permanent. To Archives at end of active period.

Correspondence, Administrative: incoming and outgoing correspondence relating to the activities of the department.
Permanent. To Archives at end of active period.

Policies and Procedures Records: Records of the establishment of policies and procedures. May include manuals, drafts, directives, background material, etc.
Permanent. To Archives at end of active period.

Professional Activities/Organizations Records: Includes meeting announcements, conference programs, conference proceeding, minutes, promotional literature of professional organizations to which a staff member or members belong.
Active. Destroy at end of active period

Project or Case Files: Documents activities of an office, including specific projects, actions, transactions, events, or tasks. May include correspondence, notes, reports, budget information, background material, etc.
Permanent. To Archives at end of active period.

Subject files: Records arranged and filed according to information or subject content and used primarily for reference. These do not document specific activities, projects, or functions of the department. May include reports, studies, articles, clippings, brochures, memos, publications, vendor information, etc.
Active. Destroy at end of active period

 

General Records Schedule CAS Academic Departments

 

The following is a list of records and other materials commonly found in the administrative offices of Academic Departments of the College of Arts & Sciences at Simmons College.

Retention periods and recommended means of disposition for these records are provided.

This information is here to help you and your office!

Please note: this list is not exhaustive; if you note a type of record kept in your office but not found on this list, please contact the Records Manager.

If you have any questions or wish to schedule a private meeting with the Records Manager, please contact Jason Wood at x2441.

Student Records

Retention : 5 years after graduation/date of last attendance

Disposition : Send to College Archives at end of in-office use;

Archives will schedule destruction for appropriate time**

Retention : Permanent

Disposition : Send to College Archives at end of in-office use;

Archival collections remain available for departmental use and are closed to outside researchers pending departmental approval

 

 Employee Records

Retention : While Employed

Disposition : Destroy/shred at end of employee’s service**

Record copy of these materials is held in Human Resources for ten years from employee’s date of last service

Retention : Current fiscal year plus one previous year

Disposition : Send to College Archives at end of in-office use;

Archives will schedule destruction for appropriate time **

Retention : Current fiscal year plus two previous years

Disposition : Deliver to College Archives at end of in-office use;

Archives will schedule destruction for appropriate time **

 

Retention : Permanent

Disposition : Send to College Archives at end of in-office use;

Archival collections remain available for departmental use and are closed to outside researchers pending departmental approval

  

Course Materials

Retention : Permanent

Disposition : Send to College Archives at end of in-office use;

Archival collections remain available for departmental use and are closed to outside researchers pending departmental approval

Retention : Until Tenure Decision

Disposition : Destroy/shred at time of tenure decision**

Retention : Five years

Disposition : Send to College Archives at end of in-office use;

Archives will schedule destruction for appropriate time **

 

Departmental Materials

Retention : Permanent

Disposition : Send to College Archives at end of in-office use;

Archival collections remain available for departmental use and are closed to outside researchers pending departmental approval

General Records Schedule: Admissions Offices

The following is a list of records and other materials relevant to the Admissions process for incoming and transfer students to Simmons College. Retention periods and recommended means of disposition for these records are provided.

To ensure consistent College-wide practices and compliance with Federal and State regulations and “best practices” as recommended by AACRAO, Admissions officers are encouraged to familiarize themselves and their staff with these guidelines and apply them to the office’s handling of admissions files.

For more information, contact the Records Manager.

Applicants Accepted and Enrolled:

• Application, essays, transcripts, test scores, correspondence, credential files, etc.

  • Retention : Permanent
  • Disposition : Remove letters of recommendation, interview notes from applicant’s file; deliver file to appropriate office (i.e. Registrar / Program Office

• Letters of Recommendation, recommendation waivers, interview notes.

  • Retention : Until accepted
  • Disposition : Destroy at end of retention period
  
  

Applicants Accepted and Not Enrolled—Withdrawn/Deferred:

• Applications, essays, transcripts, test scores, correspondence, credential files, letters of recommendation, recommendation waivers, interview notes, etc.

  • Retention: 3 years
  • Disposition: Send files to College Archives at end of in-office use (typically one year)*
  
  

Applicants Not Accepted:

• Applications, essays, transcripts, test scores, correspondence, credential files, letters of recommendation, recommendation waivers, interview notes, etc.

  • Retention: 3 years
  • Disposition: Send files to College Archives at end of in-office use (typically one year)*
  
  

Incomplete Applicants:

• Application and/or other credentials of persons who do not complete the application process.

  • Retention: 1 year after end of admissions cycle
  • Disposition: Destroy at end of retention period (for space considerations, files may be sent to Archives for storage/destruction at end of in-office use)

 

Page updated: July 28, 2008