| 1000-26 GR |
CORRESPONDENCE AND INTERNAL MEMORANDA (includes incoming and copies of outgoing correspondence and internal correspondence and memoranda). |
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Retention Note: The minimum retention period for correspondence or internal memoranda in categories (a) and (b) directly linked to another record series or group listed in this or other commission schedules is that assigned to the other group or series. For example, a letter from an external auditor regarding an audit of a local government's financial records should be retained for the retention period given under item number 1025-01 (e); a letter concerning a workers compensation claim should be retained for the period given under item number 1050-32, etc. The retention periods that follow are for correspondence and internal memoranda that do not readily fall within other record groups. |
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a) Policy and program development - Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefinition of the policies, programs, services, or projects of a local government. Includes TX Assoc. Access ane Equity files. |
5 years. |
Review before disposal; some correspondence of this type may merit permanent retention for historical reasons. |
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b) Administrative - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, services, and projects of a local government. Includes TX Assoc. of Comm. College HR Professionals, North TX Chpt Coll and Univ Pers Assoc., Coordinating Board Corres. files. |
2 years. |
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c) Routine - Correspondence and internal memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters. |
AV |
Exempt from destruction request requirement. |
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(d) Print-outs verifying data entry. |
AV |
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(e) E-mail messages (See Retention Note above). |
AV |
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PART 2: ACADEMIC RECORDS |
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| 3725-01 JC |
ACADEMIC ACTION NOTIFICATIONS - Copies of documentation notifying students of dismissal, academic probation, etc. |
Termination of enrollment + 3 years. |
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(Retention Note)Includes all Dismissal records |
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CREDIT STUDENT RECORDS |
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| 3725-04 JC |
COURSE REGISTRATION AND STATUS RECORDS - Registration forms, and similar records providing information on which courses student are registered for at the beginning of an academic term, including documentation evidencing the conditions under which coursed are undertaken (e.g., audit, pass/fail, and credit/no credit authorizations or approvals) or evidencing changes to registration status during the term (e.g., add/drop forms by student or instructor). |
End of academic term + 2 years |
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a) Lateral changes |
End of academic term + 2 years |
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b) Permit to Register for someone else |
End of academic term + 2 years |
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c) Lists of Students not attending class |
End of academic term + 2 years |
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d) Letters for non-attendance for TASP required students |
End of academic term + 2 years |
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e) Absence for Religious Holiday |
End of academic term + 2 years |
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f) Personal Data Update Records - Name Change or Social Security Number Change |
End of Semester Record is updated |
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g) Student Data Forms |
End of Semester Record is updated |
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h) CCCCD Student Transcripts |
Permanent |
Electronic |
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i) Refund Petitions |
End of academic term + 3 years |
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