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PPM 39-000-1 Document Retention and Disposition (Procedure) on www.olc.edu

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                                                                                                   39-000-1
                                                                                               BOT 09-21-17

                                      Oglala Lakota College 
                            Document Retention and Disposition Procedure

Record Retention 

Record maintained at Oglala Lakota College should be stored in a safe, secure, and accessible manner. 
The Administrative Manager or his/her designee for a College department will be responsible for the 
department’s compliance with these procedures.

Records should be safeguarded with a level of security commensurate with the sensitivity of the 
information contained in the record. This effort to mitigate the risk of inappropriate access should be 
accompanied by comparable efforts to protect records from physical damage due to fire, water, or 
natural disaster. Documents and financial files that are essential to keeping  the College operating in an 
emergency are to be duplicated and backed-up on a regular schedule.

Records should be easily retrievable and in a readable format. For example, electronic records should 
not become unusable due to changes in technology. Any efficiency gained through document imaging 
should not be realized at the expense of document legibility. 

   a.	No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or 
        anticipated government investigation or proceeding or private litigation (check with legal 
        counsel or the human resources department for any current or foreseen litigation if employees 
        have not been notified). Document disposition will be suspended immediately and all potentially 
        relevant records and documents, whether listed on a retention schedule or not, must be 
        preserved and maintained when an investigation or lawsuit is filed or is reasonably anticipated. 
        Documents that are subject to a “litigation hold” as determined by the President of the College 
        shall be preserved and retained until such time as the College’s legal counsel specifically 
        authorizes the documents to be disposed in writing; and  

   b.	No paper or electronic documents will be destroyed or deleted as required to comply with 
        government auditing standards (Single Audit Act).  

Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions 
against the College and its employees. Failure on the part of employees to follow this policy may result 
in disciplinary action. 




EXHIBIT A: BUSINESS OFFICE RECORDS RETENTION SCHEDULE

Type of Document                                                Minimum Requirement

Accounts payable ledgers and schedules                               7 years
Audit reports                                                        Permanently
Bank reconciliations                                                 3 years
Bank statements                                                      3 years
Checks (for important payments and purchases)                        Permanently
Contracts, notes, and leases (expired)                               7 years
Contracts (still in effect)                                          Contract period
Correspondence (general)                                             2 years
Correspondence (legal and important matters)                         Permanently
Correspondence (with customers and vendors)                          2 years
Deeds, mortgages, and bills of sale                                  Permanently
Depreciation schedules                                               Permanently
Duplicate deposit slips                                              2 years
Employment applications (from last day of work)                      7 years
Employment applications (unsuccessful apps)                          3 years
Expense analyses/expense distribution schedules                      7 years
Year-end financial statements                                        Permanently
Insurance records, current accident reports, claims, policies, 
and so on (active and expired)                                       Permanently
Internal audit reports                                               3 years
Inventory records for products, materials, and supplies              3 years
Invoices (to customers, from vendors)                                7 years
Minute books, bylaws, and charter                                    Permanently
Patents and related papers                                           Permanently
Payroll records and summaries                                        7 years
Personnel files (terminated employees)                               7 years
Retirement and pension records                                       Permanently
Tax returns and worksheets                                           Permanently
Timesheets                                                           7 years
Trademark registrations and copyrights                               Permanently
Withholding tax statements                                           7 years




EXHIBIT B: REGISTRAR’S OFFICE RECORDS RETENTION SCHEDULE

Admission Documents

Type of Document                                                Minimum Requirement
HS Transcript – will take diploma but still need 
transcript                                                      5 years after graduation/date of attendance
GED Transcript                                                  5 years after graduation/date of attendance
Degree of Indian Blood                                          Permanent
Social Security Cards                                           Permanent
Initial Placement Test                                          5 years after graduation/date of attendance
Parents Degree of Indian Blood                                  Permanent
      Student Birth Certificate

      Parent Tribal Enrollment

Early Entry Letter                                              1 year after application term
      HS Counselor Letter

      HS Transcripts with 2.0 GPA

ACT Scores                                                      1 year after application term

Registration Documents

Add Card                                                        Permanent
Drop Card                                                       Permanent
Add & Drop Card                                                 Permanent
Graduation Requirement Course Form                              Permanent
Department Chair Overrides                                      5 years after graduation/date of attendance
Math Placement Test (after initial test)                        5 years after graduation/date of attendance
Reading Placement Test (after initial test)                     5 years after graduation/date of attendance
Test Outs                                                       5 years after graduation/date of attendance

Other

Change of Grade                                                 Permanent
Major Change                                                    Permanent
Std Concern/Complaints/Emails                                   Permanent
Address Change                                                  5 years after graduation/date of attendance
Disclosure/FERPA                                                5 years after graduation/date of attendance
Graduation Application Form                                     5 years after graduation/date of attendance
Home Center Change                                              5 years after graduation/date of attendance
School Deferments                                               5 years after graduation/date of attendance
Substitutions                                                   5 year after graduation/date of attendance
Transcript Requests                                             1 year after application term

VA File Information

                           DD 214                               5 years after graduation/date of attendance
     Veteran Certification Requests                             5 years after graduation/date of attendance

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