Keeping files
After a certain time frame, per our accreditation we are eligible to shred files. All but the transcripts. But even then, we do not have old files in fireproof cabinets.
JENNIFER,
There are certain time frames where such documents must be maintained which vary by state and accreditation entities.
Traci Lee
Don't you have to keep the student's application and some financial aid records?
Sergio,
In addition to the space benefit, I find that storing records electronically is efficient for when others throughout the building may need access to a certain form. For example, if you maintain a FERPA release, rather than employees from each department having to find such in a physical file, if they can access it electronically, they can determine if something may be released.
Traci Lee
We used to keep hard copy files for years. We have now a digital process, where most of the documents will be. If space is not an issue, we could keep documents for a long time.
Storing and keeping Students records is very delicate issue and it is required for compliance. We should always consider the hard copy storage and E-storage. In the hard copy, we can keep them for up to five years and for the E-storage, we can always have an extra back up and keep them for long time.
One of our accrediting bodies requires that we retain files in fireproof cabinets for 5 years. After this time, they can be scanned and stored electronically. If you have files over 5 years old that your accreditors do not require to be stored in fireproof cabinets, you should be okay. I would check with the most strict accrediting body and comply with them.
