1. DOCUMENT RETENTION/ DOCUMENT ARCHIVE PROCESS South Texas College

2. Document Status  Active Document – A document that is expected to be frequently accessed  Inactive Document – A document that is not expected to be frequently accessed but has not yet past the required retention period  Obsolete Document– A document identified for destruction where the retention period has expired or it has been stored electronically  Prior to destruction, the document needs to be listed on the STC records control schedule  Destruction must occur as per a state approved method

3. Archive Documents  The target for the document archive process are inactive or obsolete documents  These documents are boxed and labeled by each department  These documents are then scheduled for pickup and are now owned by the STC document archive  The documents are processed and either stored for the remainder of their retention period or scheduled for destruction

4. 3 Step Process  Step 1 – Box Inactive or Obsolete Documents and Ship to STC Central Archive  Step 2 – Inactive/Obsolete Documents are Processed  Step 3 – Request Documents from Central Archive

5. Step 1 – Box and Ship Departments Box and Label Inactive Files (September) Boxes are picked up (Mid-October) Boxes are moved to Central Archive (Mid-October)

6. Boxing & Labeling  Use standard size box as per State  Corrugated cardboard boxes measuring 15 inches deep, 12 inches wide, and 10 inches high  Exceptions can be made for documents such as building plans, blueprints, etc.  Each box needs to be labeled with the following info:  Type of Document – ie. Student Applications  Time Period of Documents – ie. Fall 2007 to Summer 2008 or August 2007 to December 2007  Department – ie. Office of Admission and Records

7. Step 2 – Process Documents Documents are processed (Late October) Documents to be destroyed are picked up (Mid-November) Database is updated and reports sent out (Early December) Documents to be retained are shelved (Mid-November)

8. Step 3 – Request Documents Request is submitted Inactive Document/File is located and copy made Document/File is sent or can be picked up

9. Questions?