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Records Retention Schedule

Records Retention and Disposition Schedule

This webpage includes information on the SUNY Records Disposition schedules, as well as links to the relevant records schedules that outline the minimum retentions for SUNY State-operated and Community College records.

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SUNY Records Retention and Disposition Schedules for SUNY State-operated Campuses

SUNY State-Operated Campuses use the SUNY Policy Retention Schedules and the NYS General Retention schedule, together, for the minimum retention period for their records. However, the two records schedule policies must be used together, but in a particular order.

  1. SUNY Schedules
    SUNY campuses should first look to the SUNY Records Retention and Disposition Policy 6609 schedules first.  The schedules are listed in the appendices to the SUNY Records Policy, and are organized by subject matter.  As a general rule, the SUNY records schedules outline education records, and other records specific to higher education.
  2. New York State General Retention and Disposition Schedule
    If the SUNY schedules do not have an item that corresponds to a record, the campus should then look to the General Retention and Disposition Schedule for New York State Government Records.

Both the SUNY schedule and the New York State schedule outline minimum retention periods that SUNY campus and System Administration records must be retained.  After the minimum retention for a record is reached, the records should be disposed of unless they still serve a legal, operational, or historic value.

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  1. SUNY Schedules in the SUNY Policy 6609, Records Retention and Disposition for State-operated Campuses

    The SUNY Records schedules appear in the appendices section of the SUNY Records Retention Policy Doc. No. 6609 policy that applies to all State-operated campuses. The schedules are classified by subject matter, with corresponding sub-categories.

    • This State University of New York (University) Records Retention and Disposition Schedule (RR&D Schedule) indicates the minimum length of time that campus and University officials must retain the records covered by this schedule before the records may be disposed of legally.

      • Academic Affairs
        • Accreditation records
        • Curriculum development records
        • Academic program proposals
        • Curriculum/program registration records
        • Master plan and related documents
        • Course information records
        • Faculty and faculty-student research records
        • Records of Institutional Review Boards
      • Instruction
        • Course listing
        • Instructor's course syllabus or lesson plan
        • Instructor's grade records, test scores, and marking sheets
        • List of students majoring in a field of study
        • Class schedule
        • Completed examination test papers and answer sheets
        • Course or laboratory attendance records
        • Evaluations of course instructor
        • Records relating to tax-free use of alcohol
        • Radiation use log

        • Alumni
          • Alumni Biographical Data
        • Development
          • Donor (and prospective donor) information records
          • Record of gifts and bequests to a college or the University
          • Alumni association or foundation file

      • Player recruitment/scouting file
      • Athletic scholarship file
      • Athletic program records
      • Records of gender equity in athletics
      • Substance or alcohol abuse testing records
      • Athletic training records
    • CAMPS

      • Participation, attendance, or enrollment records
      • Parental consent records
      • Field trip records
      • Bus or other vehicle use file
      • Applications for individual acceptance to camp (or participation in specific camp programs and activities)
      • Facility information data record

      • General Files
      • Claims Files
      • Legislation Files
      • System Administration/Campus/Community College Files
    • Student Counseling and Career Services

      • Student counseling records
      • List of student appointments
      • Statistical compilation or reports of students served
      • Printed resource materials
      • Career placement records
    • Environmental Health and Safety

      • Prepared by the System-wide Director of Environmental Health and Safety - Not an official part of the SUNY Policy.
    • Email, SUNY Email Retention Guidance

      • Prepared by the System-wide Records Management Officer - Not an official part of the SUNY Policy.

      • Chancellor's or President's office files
      • Executive, manager, or administrator's office files
      • Inaugural & Anniversary Records

      • State Student financial aid program records
      • State financial aid reports
      • Student bankruptcy records
      • Federal Student Financial Aid Financial Aid Documents

      • Health Center Student Medical Records
      • Patient Medical Record
      • Tracings, recordings which are not contained in the patient medical record
      • Mammogram
      • Testing Tools
      • Clinical and Anatomical Pathology, Transplant
      • Correspondence from other providers not merged into medical record
      • Patient transfer records and logs
      • Indexes
      • Logs of Patient Treatment and Admissions
      • Work Schedules and On-Call Schedules/Logs
      • Birth Registry
      • Cytogenetics
      • Reproductive Tissue/Artificial Insemination/Implantation
      • Transfusion and Blood Product Records
      • Requisitions for Diagnostic tests
      • ER Diversion Records
      • Pharmacy Records of Controlled Substance Inventory, Disposal, Orders and Prescriptions
      • HIPAA-Accounting of Disclosures Log
      • Release or Disposal of Human Remains
      • Environment of Care — environment and equipment
      • Medical Device Reporting
      • Financial Statements and Records
      • Medical Staff Credentialing
      • Medical Staff Bylaws/Governing Body Records
      • Hospital Policies and Procedures
      • Hospital and Medical Staff Committee Minutes
      • Patient Complaints and Grievances
      • Incident Reports
      • Infection Control
      • Quality Assurance Records/Peer Review/Quality Improvement/Patient Safety Evaluation
        • System/Patient Safety Work Product Records
        • Approvals and registrations relating to radiological equipment and materials
        • Radiation-exposure records for an individual
        • Records of occupational doses for an individual using radiation-producing equipment or radiological materials
        • Radiation equipment testing and inspection records
        • Records of disposal, theft, loss, or excessive release of radiation
        • Radiation program safety records
        • Reports to Regulatory/Accrediting Agencies/Entities
    • International Records Retention Information 

      • This is a section of a webpage on the SUNY Compliance website - Not an official part of the SUNY Policy.
    • Student and Staff Housing

      • Residency occupancy records
      • Damage Records
      • Off-campus rental records

      • Campus exhibit file
      • Campus collections records
      • Campus arts program records


      • Public Safety: General
        • Accreditation records for law enforcement, fire prevention, or emergency medical services unit (if applicable)
        • Standard Operating Procedures
        • Tape recording of Communications
        • Campus safety records
        • Incident data summary record
        • Law enforcement reports, studies, or data queries
        • Arrest Records and Folders
        • Incident and investigation records
      • Law Enforcement: Firearms
        • Campus firearm purchase record
        • Individual firearm purchase record
        • Records of issuance of firearms or other weapons to law enforcement personnel
        • Repair and maintenance records for firearms or other weapons used by law enforcement personnel
        • Record of stolen or missing firearms
      • Law Enforcement: Motor Vehicles
        • Traffic violation records
        • Parking violation records
        • Vehicle accident case record
        • Vehicle history files
      • Law Enforcement: Miscellaneous
        • Warrant execution and subpoena or summons service records by external law enforcement agency

      • Student Accounts Folders and Correspondence (student-specific records)
      • General Administrative Records (not specific to any student)
      • Credit Card Receipts and Records
      • Cumulative Payment Listings & Cumulative Transaction Listings

      • Student Academic Records
      • Admissions Data for Applicants Who Enroll
      • Admissions Data for Applicants Not Enrolling (Whether Accepted or Rejected)
      • General Records Related to Admissions and the Admissions Process
      • Non-credit and Continuing Education Records
      • Student Information System
      • Records of Compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and Related Legislation
      • Student Advising Records
      • Proof of Residence Records
      • College-related Reports, Studies, or Data Queries
      • Scholarship Records
      • Records of Gifts and Prizes Awarded Students
      • Student Degree and Grade Audit Records
      • Student Disciplinary Records
      • Student Complaint Records
      • Student complaints filed under the provisions of the Americans with Disabilities Act (ADA), Rehabilitation Act of 1973
      • Recruitment Records
      • Records relating to individual prospective students who do not apply for admission
      • Parental consent record
      • Nursing education program
      • Institutional information & reports
      • Commencement records
      • Student activity or organization records
      • Records of international students who enroll
      • Records of international students who do not enroll
      • Disabled student file
      • Disabled student emergency evacuation plan
      • Staff development materials for disabled student
      • International Program/Overseas Academic Program Records

      • Technical Assistance
      • Internal Audits
      • Federal Audits
      • Office of the State Comptroller Audits
      • External Non-Governmental Audits
      • Internal Audit Files – General

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  2. State Policy for State-operated Campuses

    New York State General Retention and Disposition Schedule Website

    When the SUNY Schedule does not cover a particular record, SUNY State-operated campuses are to defer to the New York State schedule (available on the State Archives website) for the proper retention period.

    • In the State Policy, the New York State General Retention and Disposition Schedule for New York State Government Records, the schedules are classified by the following subjects:
      • General Administration
      • Affirmative Action, Reasonable Accommodation, and Human Rights
      • Budget Preparation
      • Employee Relations
      • Equipment, Supplies, and Motor Vehicle Management
      • Facilities Management
      • Fiscal Operations
        • Fiscal Administration
        • Purchasing/Claims and Payments
        • Revenue and Collections
        • Accounting Reports (New York State Accounting System)
        • Bank Transactions
      • Forms Management
      • Health, Safety, and Security
      • Information Technology
        • General Administration
        • Systems and Application Development
        • Computer Operations and Technical Support
        • Data Administration
        • IT Support
        • Network/Data Communication Services
      • Internal Controls
      • Library Operations
      • Mail and Messenger Services
      • Minority and Women-Owned Business Development
      • Payroll
        • Personnel
        • Personnel Administration
        • Civil Service Administration
        • Benefits and Health Insurance Administration
      • Public Information
      • Publication and Reproduction Services
      • Records Management
      • Telecommunications Management
      • Training

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SUNY Records Retention and Disposition Schedules for SUNY Community College Campuses

State Policy for Community Colleges

Records maintained by the Community Colleges operating under the program of the State University of New York are governed by one of two schedules established by State Archives. 

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Retaining Records Longer than the Minimum Retention Set Forth in the State-operated and Community College Schedules

Both the SUNY schedule and the New York State schedule outline minimum retention periods that SUNY campus and System Administration records must be retained.  After the minimum retention for a record is reached, the records should be disposed of unless they still serve a legal, operational, or historic value.  No records should be retained on SUNY campuses past their retention period unless they still serve a documented LEGAL, OPERATIONAL, or HISTORIC value to the institution based on one of the following justifications.

  1. Discovery:  The records are the subject of a litigation discovery request.
  2. FOIL/ Information Request:  The records are the subject of a current, ongoing FOIL or information request that has not yet been resolved or closed.
  3. Legal Hold:  The records are the subject of a legal hold, because a SUNY Counsel member has determined, in accordance with the SUNY Legal Proceeding Preparation (E-Discovery) Procedure Doc. No. 6610, that the records may have relevance in a future litigation.
  4. Historic:  The records could be considered historic at some point in the future.  The SUNY schedule accounts for this history, as many high-level administration records of the campus are permanent.  However, there will be circumstances where records may not have originated from the administration, but may still be historically relevant to the SUNY institution.
  5. Operational Value and Need: The SUNY office has determined that the records serve a necessary operational value to the office, and that the operational value outweighs the risks that come with holding onto the records.
    • Operational value and need should be used sparingly to justify retaining records longer than the minimum retention, and should be restricted to circumstances where it truly is a need, and that need should be documented, given the risks that come along with having too many records and holding them for too long.

Deciding when to Retain Longer than the Minimum Retention: In one of these five circumstances, offices may believe it is necessary to retain records for longer than the retention listed on the schedule.  If a campus or office does decide to retain records for longer than the schedule retention, they should consult with their Records Management Officer to discuss their reasons for retaining the records and document their reasoning.  

The information contained on the SUNY Compliance website is for general campus guidance only and is not intended, nor can be relied upon, as legal advice or the imposition on SUNY campuses of specific policies or requirements. The site is intended to be an informational-only clearinghouse for some of the laws, rules, and regulations that may impact the State University of New York’s campuses. Additionally, given the rapid, changing nature of laws, rules and regulations, there may be delays or omissions contained on this site which therefore cannot be relied upon as complete.  For complete compliance information, consult your campus compliance officials. For legal advice, consult your lawyer.