General Schedule (GS) #3 for Administrative Records

These records document various topics, issues, projects, or activities that the College is involved in. They may include, but are not limited to:

• topical reference files about issues
• strategic planning files
• specific initiatives files
• special project files
• staffing
• external relations
• funding
• development files for policies
• press releases
• publications.

Document types include, but are not limited to:

• topical correspondence
• memoranda
• notes
• reports
• research
• articles
• brochures
• presentations
• publications
• meeting notes
• statistics and related data
• budget documents
• audit documents
• legislation
• operation information
• professional development planning documents
• related background materials
• other supporting documentation related to the topic, issue, project, or activity.

Retain until: Topic no longer possesses ongoing administrative or reference value or is superseded by updated information.
Plus: 2 years
Then: Dispose

1. General
   Usually in the form of e-mails, these are correspondence received or sent pertaining to or arising from the routine operations of a department or program. These correspondence are not pertinent to an active project, matter, or case being handled by the department. General correspondence may include, but is not limited to:

   • facility and space scheduling requests (including conference rooms and classrooms)
   • office supply requests
   • requests for information
   • general departmental communications.

   Retain until: Date sent or received
   Plus: 2 years
   Then: Dispose

2. Transitory
   Usually in the form of e-mails, transitory correspondence is any form of written communication with a short-term interest that has no documentary value and need not be retained once its intended purpose has been fulfilled. Transitory messages do not require administrative action, set policy, establish guidelines or procedures, certify a transaction, or become a receipt.

   Retain until: Date sent or received
   Plus: 30 days
   Then: Dispose

Note: Even though General Correspondence and Transitory Correspondence are often non-records they exist as a record series on this retention schedule in order to ensure that both records and non-record materials are included and managed within LCC’s disposition practices.

These records are recordings of meetings and include audio and video recordings. These recordings may be from, but are not limited to, Webex, AI Assistant, Vidcast, Zoom, Microsoft Teams, and Google Meet.

1. Recordings of Meeting for Minutes Transcription
   Retain until: Meeting minutes finalized
   Plus: 1 day
   Then: Dispose
2. Recordings of Meeting for Absent Participants
   Retain until: Absent participants have viewed recording
   Then: Dispose
3. All Other Recordings of Meetings
   Retain until: Meeting Date
   Plus: 2 years
   Then: Dispose

Note: Board of Trustees Meeting Records are retained according to the LCC Board of Trustees Records Retention and Disposal Schedule approved February 2013.

These records are related to meetings and include, but are not limited to:

• agendas
• meeting minutes
• meeting notes
• hand-outs
• announcements
• distribution materials (or other supporting documentation)
• attendance records
• related correspondence.

This record series does not include meeting recordings.

1. Radiologic Technology Program & Early Learning Children's Community (ELCC) Meeting Records
   Retain until: Meeting Date
   Plus: 10 years
   Then: Dispose
2. Nursing Program Meeting Records
   Retain until: Meeting Date
   Plus: 8 years
   Then: Dispose
3. All Other Meeting Records
   Meeting Date
   Plus: 2 years
   Then: Dispose

Note: Board of Trustees Meeting Records are retained according to the LCC Board of Trustees Records Retention and Disposal Schedule approved February 2013.

These records document the College's policies, standard operating procedures, processes, guidelines and expectations for:

• employee conduct
• interactions with customers, students, and external contacts
• roles and responsibilities
• standards for operation
• activities of an office.

They include, but are not limited to:

• policies
• procedures
• practices
• processes
• handbooks
• guidelines
• instructions
• directions
• manuals
• guides
• standards
• rules
• supporting documentation.

1. Records related to installs and upgrades of software
   Retain until: Application or system is no longer in use
   Then: Dispose
2. All Other Policy and Procedure Records
   Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
   Then: Dispose

Note: Official College Policies, also known as Board Policies, are maintained by the Board of Trustees.

These are records related to plans used within the College to document the future direction and steps of various projects, programs and departments. They include, but are not limited to:

• the Campus Master Plan
• strategic plans
• communication plans
• marketing plans
• social media plans
• program operating plans.

1. Campus Master Plan and Campus Strategic Plan
   Retain until: Date created
   Plus: 15 years
   Then: Transfer final version to LCC Archives and Dispose of remaining supporting documents
2. All Other Plan Records
   Retain until: Date created
   Plus: 5 years
   Then: Transfer final version to LCC Archives and Dispose of remaining supporting documents

These records document periodic progress reports (narrative and/or statistical) that are prepared by employees or offices about their duties and activities, and that are submitted to supervisors or managers.

1. Long-Term Retention Need
   These are update reports and statistics that require long-term retention. They are also items that have been identified as having enduring historical value. They include, but are not limited to:
   • HHS reports (HHS Graduation Reports, Annual Performance Reports, Board of Nursing Report)
   • President's Monthly Report to the Board of Trustees
   • College's Annual Report
   • Community Continuing Education (CCE) Semester Report
   • Annual State Report for Regional Training Center Activity
   • Report and Recertification Application for the Correctional Officers' Certificate Program.
   Retain until: Date created
   Plus: 10 years
   Then: Transfer final version to LCC Archives and Dispose of remaining supporting documents
2. Intermediate-Term Retention Need
   These are update reports and statistics that require intermediate-term retention. They include, but are not limited to:
   • Monthly Reports
   • Update Reports and Statistics
   • Data Integrity Report
   • Media Reports
   • Operations Annual Report
   • COMTA Annual Reports
   • Supplemental Instruction (SI) Reports
   • Quarterly Reports
   • Weekly Reports
   • A&S Update Communications
   • Small Business Development Center Annual Reports.
   Retain until: Date created
   Plus: 5 years
   Then: Dispose
3. Short-Term Retention Need
   These are update reports and statistics that require short-term retention. They are generally ad hoc and reference reports and they include, but are not limited to:
   • Group Assessment Annual Summary
   • Admission Reports
   • Walk-up Reports.
   Retain until: Date created
   Plus: 2 years
   Then: Dispose

These records document contact information for individuals or organizations with whom the College communicates.

1. Event-based Lists
   These records document contact information related to events. They include, but are not limited to:
   • Performing Arts cast contact sheets
   • student mailing lists
   • contact information forms.
   Retain until: Date created
   Plus: 2 years
   Then: Dispose
2. All Other Lists
   These records include, but are not limited to
   • department directories
   • staff, faculty or instructor contact information lists
   • company contact lists
   • contacts databases.
   Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
   Then: Dispose

These are records related to various aspects of budget creation, tracking and future-planning within departments and divisions. They include records that serve as working copies of budget negotiations in support of the final annual budget, records used to keep staff apprised of current budget status, and reference tools.

The series includes, but is not limited to:

• budget details
• copies of budget proposals
• proposed amendments
• technology replacement fund
• Capital and non-Capital equipment requests
• reallocation requests
• renovation information
• training and professional development information
• staffing adjustments
• investment proposals
• savings recommendations
• Perkins fund requests
• financial statements
• related correspondence
• other internal budget planning documentation.

Note: Official final budgets are maintained by the Office of Financial Services.

Retain until: Fiscal year ends
Plus: 5 years
Then: Dispose

These records document the activities supporting various events, both internal and external, facilitated by the College.

1. Conference Services Event Records
   These records are for events facilitated by Conference Services. These records include, but are not limited to:
   • booking confirmations
   • event detail documents
   • work request confirmations
   • Outlook request confirmations
   • Invoices
   • Contracts
   • payment confirmations
   • receipts.
   Note 1: Certain records that are deemed to have reference value beyond the retention period are retained until they no longer possess ongoing administrative or reference value.
   
   Note 2: The Office of Financial Services (Accounting) maintains official versions of invoices, receipts, payment confirmations, and contracts.
   
   Retain until: Date of Event
   Plus: 3 years
   Then: Dispose
2. All Other Event Records
   These records are for events facilitated by all other areas of the College. They include, but are not limited to:
   • agendas
   • talking points
   • tracking spreadsheets
   • promotional materials
   • programs
   • registration forms
   • ticket order forms
   • attendee lists
   • food orders
   • meeting notes
   • table tents
   • schedules.
   Retain until: Date of Event
   Plus: 3 years
   Then: Transfer final version of promotional materials and programs to LCC Archives and Dispose of remaining supporting documents