CW 090 - Records Retention

Active Record: An Institutional Record currently used by the administrative unit that created or received it.

Administrative Unit: Any department, office, division, or other administrative component of the College.

Archival Records: Documents that have historic value and are not in active use. A document has historic value if it contains information that is of enduring value to the public.

Inactive Records: An Institutional Record that is not in active use but still must be maintained pursuant to the Record Retention Schedule. Inactive Records may be maintained off-site or as determined by IT unless it has historical significance according to the Records Administrator or designee, in which case it will be maintained as an Archival Record.

Institutional Records: Information fixed on any media that is created or received in connection with the administration of CWI’s business. Institutional Records are the property of CWI. Institutional Records exist in a variety of forms, including but not limited to, paper and electronic documents, audio and video recordings, databases, and email. Institutional Records include, but are not limited to, the following categories of records and non-exhaustive examples:

1. Governing Documents – policies, manuals, procedures, SOPs, handbooks, orders, and other directives issued from the President or the President’s direct reports, and Board of Trustee resolutions.
2. Reporting Documents – annual reports, strategic plans, performance reports, analyses, development plans, studies, accreditation reports and evaluations and reports prepared by CWI administration for the Board of Trustees.
3. Fiscal Records – budgets, accounting records, audits and information collected for the performance of audits, invoices, purchase orders, payroll records, and grant and/or sponsored projects documentation. 
4. Institutional Correspondence - hard copy or electronic mail that is created or received by CWI in connection with the administration of CWI’s business. 
5. Electronic media – digital publications, social media posts, online advertisements, posted video content, website pages. 
6. Personnel Records – name-linked files of documents related to potential, current, and former employees of CWI as referenced in HR 090 – Personnel Records Policy.
7. Education Records – records directly related to a student and maintained by CWI or by a party acting for CWI as referenced in STU 090 – Student Records and Confidentiality Policy.
8. Campus Operations Records – maintenance records, inspection records, safety reports, environmental health reports, incident reports and construction specifications.
9. Legal Records – contracts, agreements, leases, real property records, licenses, proprietary information, settlements, litigation, and discovery documents and/or records collected or created in anticipation of litigation. 
10. Risk Management – insurance policies, workers’ compensation records, claims, evaluations, investigatory records, and documents or reports communicated to or from claims representatives.
11. Instruction Records – syllabi, course curriculum guides, program guides, course content presented through Blackboard including student grades and attendance where applicable. Program admissions documents, placement exams scores, and field trip consent. Faculty records that pertain solely to professional development are not regarded as Instruction Records.
12. Archival Records – faculty, staff, and student organization records such as minutes, agendas and committee reports, Board of Trustees’ agendas and minutes, student and faculty achievements and awards, and documents that have historical value for CWI.
13. Financial Aid Records – program and fiscal records related to CWI’s use of Federal Student Aid program funds. Records related to school and student eligibility, fiscal records, and loan program records, among other records, shall be maintained in accordance with federal regulations, including but not limited to 34 CFR 668.24

Personal Records: Personal documents or records created or received by faculty and College employees that pertain to their personal affairs and/or their professional careers including but not limited to documents accumulated by an individual prior to employment by the College, materials relating to private activities such as outside business and professional affiliations, and journals and correspondence that are not created or received through conducting College activities or business.

Records Administrator: Operations Program Manager. The designated Records Administrator will conduct annual reviews to confirm the policy is being followed by the respective business areas.