Retention Schedules

Prepared by the Simmons University Archives, Records Retention Schedules provide policy statements and guidance on the ownership, retention, and disposition of University records, identifying:

• which office or department holds the official copy of records;
• how long such records are to be kept; and
• the ultimate disposition of these records.

Download the Simmons University Records Retention Policy

Types of records covered include:

• Financial Records: Budget, accounting, investment, and gifts and estate records (including prospective donors/gifts).
• Student Records: Graduate and undergraduate matriculated and non-matriculated student records.
• Employment Records: Personnel records, benefits, and payroll records for all employees; includes Faculty Tenure and Promotion records.
• Academic Program Records: Records that document teaching and learning, such as course schedules and descriptions, syllabi, reading lists, and courseware objects.
• Administrative Records: Includes reports, correspondence, operational records for all offices, departments, units, committees, and working groups, including senior administration.
• Research Records: Funded and unfunded grant records and grant and contract accounting records.
• Operations Records: Records concerning building and grounds construction and maintenance.
• Legal Records: Contracts, litigation, and grievance records.
• Marketing and Publicity Records: Includes photographs, publications, and consent forms.

The Records Retention Schedules may be supplemented by department or office-specific records policies as needed. Retention schedules are researched to ensure that records are maintained to meet all legal, fiscal, administrative, operational, and historical/research value and scheduled to be destroyed as prescribed by law.

For questions about interpreting or implementing the schedules or creating a department-specific records policy, please contact the University Archives at x2440 or [email protected].