Retention, in the context of records management, is the length of time required for keeping documents, records, data and other information resources to assure that they support business functions for as long as needed. Some records are required to be retained past their active support of business functions to support good financial recordkeeping practices or to meet legal or regulatory retention requirements. In addition to these considerations for retention, some records have long-term or enduring value and are expected to be retained indefinitely.
Michigan Law requires that all records be listed on an approved Retention and Disposal Schedule that identifies how long the records must be kept, when they may be destroyed, and when certain records can be sent to the LCC Archives for permanent preservation. Commonly referred to simply as Retention Schedules, they must be formally approved by the appropriate representative at LCC, the State Records Management Services, the Archives of Michigan and the State Administrative Board. Retention periods listed on approved Retention and Disposal Schedules have the force of law.
To address these retention requirements and Michigan law, LCC has more than 70 approved Records Retention & Disposal Schedules in place. They provide consistency and clarity regarding the retention and management of records at Lansing Community College. They are enterprise-wide resources for staff at all levels of the College across all campuses and any associated affiliate sites that are managing records.
Adhering to the guidelines in the Retention Schedules provides the following benefits:
- Helps with answering questions related to records.
- Simplifies disposal projects.
- Frees up space in offices, in systems and on servers across the College.
- Improves the security of the information people have entrusted to the College.
- Reduces the unnecessary burdens and risks created by retaining records for too long.
- Avoids potential penalties for retaining records for too short a time period.
- Identifies and preserves records that are important to LCC’s history.
LCC Retention Schedules
This is a list of LCC’s Retention Schedules organized by division. The actual Schedules are housed on LCC’s internal O:\ drive.
General Schedules (GS) are retention schedules that cover the majority of documents within a designated functional area, such as student records or business and financial records. They are central documents that can, and should, be used by all LCC employee.
GS#1 – Faculty Records
This schedule covers the records created and retained by most of LCC's faculty members. It includes course delivery records, assessment materials, syllabi, grade books and classroom rules, policies and procedures.
GS#2 – Student Records
This schedule includes records related to admissions, enrollment, academic files, FERPA compliance, student financial aid, curriculum, advising, tutoring, testing and proctoring, evaluations, schedules, and student services records such as student organizations, athletics, counseling services and student issues.
Additional Retention Resources:
Records Retention Quick Guides
The Records Retention Quick Guides are another resource that may be helpful when looking for guidance about retention periods. They contain the same information as the official Retention Schedules but it is re-organized into general record type categories that align with the organization of future general schedules. Links to the Quick Guides can be found on the Records Retention Quick Guides page.
Another resource that may help with understanding and correctly following LCC’s Retention Schedules is the Definitions of Retention Codes document. Retention codes are abbreviations used in the Retention Period column of the Retention Schedules. They provide more specific information which is used in the calculation of a record’s retention period by establishing the “trigger event” or time period used to determine when a record can be disposed of.
Records vs. Non-records at LCC
Documents created or held at LCC can be classified as either records or non-records. While records must follow the guidelines set down in retention schedules, non-records don’t have the same requirements for retention. The document Records vs. Non-records at LCC can help clarify the difference between the two as well as provide examples of non-records.