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Bursar Retention Policy

Worcester State University Policy

Policy Title: 

 

Document Retention/Document Management

Department: 

 

BURSAR

Purpose:

 

The Department will categorize its document types to ensure that the University's data retention guidelines are in compliance with federal, state and local mandates.

Policy Statement:

 

All Document Types within the Department will be reviewed for compliance, at which time they will be available via the University's electronic storage system.  At such time the electronic versions will be considered ‘originals’ and the paper versions shredded. 

Policy Description:

 

As of April 13, 2009 the following Document Types will be kept as originals in electronic format only, for the period specified by existing Federal and State mandates.

 

Document Type

Required Retention Period

Desired Retention Period (if different than required)

Bucket

Example

3 Years

4 Years

OffSiteBox

Bad checks

3 years

75 Years

ImageNow

Non-A/R

3 years

3 years

ImageNow

Waivers

3 years

3 Years

ImageNow

Cash Receipts

3 years

3 Years

ImageNow

Insurance Waiver

3 years

3 Years

ImageNow

Ferpa forms

Life

75 Years

ImageNow

 

 

 

 

 

 

Additional Information:

 

Exception: The University will retain paper/original documents for any matter that is "in controversy" (internally or externally) or that has concluded but subject to an appeal period (this is specifically a reference to outstanding bad checks).

See also “Institutional Data Classification” policy.

 

 

Approved By:  Kathy Eichelroth, VP F&A

Approval Date:4/6/2009

Revision Date:

 

 

 

Last modified at 4/2/2014 2:45 PM  by Hoxha, Anisa