Policy Title: Retention of Records

Impact: Employees, Staff, Faculty, Students

Responsibility: Office of Community Relations

Effective Date: 12/15/1999

Revised Date: 09/24/2014

Reviewed Date:

Relates to Procedure: 2.01.06

Legal Citation(s): None

I. Policy Narrative

1. Internal operational notes, memorandums, and correspondence having only momentary significance need not be kept beyond one year.
2. External and internal correspondence concerning long range subjects or projects, agreements and contracts, etc. should be kept for a least five years, and longer if the subject of the correspondence indicates that such a period is desirable.
3. Minutes of the meetings of the board of trustees, college senate, and faculty assembly are to be sent on a regular basis to the college library.
4. Documents of probable historical value to a unit should be kept in appropriate permanent files.
5. Documents of probable historical value to North Idaho College should be transferred to the college library.
6. Digital storage of documents should be carefully considered and utilized when/where appropriate.

Procedure Title: Retention of Records

Impact: Employees, Staff, Faculty, Students

Responsibility: Office of Community Relations

Effective Date: 12/15/1999

Revised Date: 10/26/2010

Reviewed Date: 03/01/2014

Relates to Policy: 2.01.06

Legal Citation(s): Idaho statutes Title 9 Chapter 3 Public Writings, Title 67 Chapter 23 Miscellaneous Provisions

I. Procedure Narrative

This procedure applies only to non-student/non-financial/non-personnel records of the board of trustees.

Records of the North Idaho College Board of Trustees shall be identified as one of the following four (4) types of records and shall be retained for the time periods noted before the records are destroyed or disposed of.

1. Permanent Records
   

   Retention period: indefinite. Records identified as permanent may only be destroyed or disposed of with the approval of the board of trustees at the proposed time of destruction.

   Documents identified as having probable historic value may be identified as permanent records and retained in the Special Collections Room of the Molstead Library or other designated storage.

2. Semi-permanent records
   

   Retention period: five (5) years.

3. Temporary records
   

   Retention period: two (2) years.

4. Momentary significance
   

   Retention period: six (6) months

The Office of the President or the president’s designee shall label and affix the notation of one of the record types, and the date of the proposed, authorized destruction.

The following is a partial listing of the records that may be associated with the types of documents or records as noted above.

Permanent Records – Minutes of the meetings of the board of trustees including policies, procedures, resolutions, strategic Plans, facilities master plans, other major long-term impact plans.

Semi-Permanent Records – Claims, some contracts, departmental reports, election records, and any other documents so identified as semi-permanent records by the Office of the President or the president’s designee.

Temporary Records – Any records so identified by the Office of the President or the president’s designee, including official board of trustee correspondence, notes from board retreats, and any other documents considered temporary by the Office of the President or the president’s designee.

Short-Term Records – Telephone messages and similar short duration communication forms, memos, itineraries, e-mail and other communications documents deemed by the Office of the President or the president’s designee to be of only momentary significance.