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, and development files for policies, press releases, and 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, and other supporting documentation related to the topic, issue, project, or activity.
Retention = Until topic no longer possesses ongoing administrative or reference value or is superseded by updated information + 2 years.

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, and general departmental communications.
   Retention = Date sent or received + 2 years.
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.
   Retention = Date sent or received + 30 days.

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
   Retention = Until meeting minutes finalized + 1 day.
2. Recordings of Meeting for Absent Participants
   Retention = Until absent participants have viewed recording.
3. All Other Recordings of Meetings
   Retention = Meeting Date + 2 years.

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, and related correspondence. This record series does not include meeting recordings.

1. Radiologic Technology Program & Early Learning Children's Community (ELCC) Meeting Records
   Retention = Meeting Date + 10 years.
2. Nursing Program Meeting Records
   Retention = Meeting Date + 8 years.
3. All Other Meeting Records
   Retention = Meeting Date + 2 years.

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; procedures; and activities of an office. They include, but are not limited to, policies, procedures, practices, processes, handbooks, guidelines, instructions, directions, manuals, guides, standards, rules, and supporting documentation.

1. Records related to installs and upgrades of software
   Retention = Until application or system is no longer in use.
2. All Other Policy and Procedure Records
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete.

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, and program operating plans.

1. Campus Master Plan and Campus Strategic Plan
   Retention = Date created + 15 years, then transfer final version to LCC Archives and dispose of remaining supporting documents.
2. All Other Plan Records
   Retention = Date created + 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, Gainful Employment Annual Report, Community Continuing Education (CCE) Semester Report, Annual State Report for Regional Training Center Activity, and the Report and Recertification Application for the Correctional Officers' Certificate Program.
   Retention = Date created + 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, and the Small Business Development Center Annual Reports.
   Retention = Date created + 5 years.
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, Weekly Enrollment MACRAO Comparison Report, Group Assessment Annual Summary, Admission Reports, and Walk-up Reports.
   Retention = Date created + 2 years.

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, and contact information forms.
   Retention = Date created + 2 years.
2. All Other Lists
   These records include, but are not limited to, department directories; staff, faculty or instructor contact information lists; company contact lists; and contacts databases.
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete.

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, and other internal budget planning documentation.

NOTE: Official final budgets are maintained by the Office of Financial Services.
Retention = Fiscal Year Ends + 5 years.

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, and 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.
   
   Retention = Date of Event + 3 years.
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, and schedules.
   Retention = Date of Event + 3 years, then transfer final version of promotional materials and programs to LCC Archives and dispose of remaining supporting documents.