Records Retention Policy

Agora University’s Records Retention policy establishes the types of University records and their retention period for records.  It is based upon legal and operational requirements and provides a framework for the life cycle management of University records.

This policy is intended to assist the University in properly protecting and managing the records it needs to maintain, while eliminating the records that are no longer legally or operationally required. This will help to ensure that the University is following all applicable laws and regulations governing records retention and eliminating unnecessary records storage costs.

This policy responds to the various local, state, and federal statutes and regulations and internal policies that apply to records retention.

Roles and Responsibilities

Office of the Dean

The Office of the Dean is responsible for identifying the academic records to be retained and determining the period of retention.  The Office of the Dean must also make arrangements for the proper storage of the records and coordinate with outside vendors for that purpose, where appropriate. Finally, the Office of the Dean arranges for the handling of the disposal of records whose retention period has expired.

Office of the Provost

The Office of the Provost is responsible for providing guidance regarding the legal retention requirements for financial and administrative documents and coordinating document holds when litigation is ongoing, pending, threatened, or likely.  The University’s Provost will designate one or more individuals to serve as the point of contact.

Who Should Know This Policy

All University employees; All contractors who create, use, or store University records; All consultants who create, use, or store University records; All vendors who create, use, or store University records

Exclusions & Special Situations (Document Holds)

Any records relevant to pending or ongoing litigation, government investigation, or audit MUST BE RETAINED until such matters have been resolved, all appeals are exhausted, and the retention period has expired.  All disposal of relevant records must cease, including the disposal of records according to approved retention periods, when such a document hold is in place.  In cases where litigation is threatened or likely, consult the Office of the President to determine whether a litigation hold is required.

Policy Definitions

Definition of a Record: Records are documents and parts of documents contained on any media and in any format that: are made or received by the organization; provide evidence of its operations; document business decisions; and/or have value requiring their retention for a specific period of time.

Examples include, but are not limited to:

  • Letters, memoranda and correspondence
  • Policies, procedures and methods
  • Invoices and receipts
  • Purchase orders, contracts and certificates
  • Tax forms
  • Data stored in computers, data processing equipment, and off-line media
  • Computer programs and documentation