MCCCD Records & Information Management (RIM)
Compilation of Historical Documents
Numbers listed in the "NO." column refer to the line number of the item's original schedule. This is a compilation of items from all the retention schedules for Arizona Community College Districts which need to be maintained for historical purposes (permanently).
| NO. | RECORD SERIES | YR. |
REMARKS | SCHEDULE | |
| 1 | Bond catalog or listing (annual publication of all outstanding bonds and schedule of bonds) | Perm |
Preserve pursuant to ARS §39-101 | Bond | |
| 1 | Curriculum history files | Perm | Consider microfilm after course is discontinued | Curriculum Office | |
| 3 | Official records (includes any content on a Web 2.0 application that meets the ARS §41-151.18 definition of a record and is not a duplicate record, transitory or retained elsewhere) | Electronic Communications and Social Networking | |||
| Examples of common items found in social media/Web 2.0 records include the following: | |||||
| b. | Public information records (including press releases, photographs, public service announcements, notices of upcoming events and other related records) | ||||
| i. Historic | Perm |
Preserve pursuant to ARS §39-101 | |||
| 2 | Court challenge records | Election | |||
| a. | Historical | Perm |
Preserve pursuant to ARS §39-101 | ||
| 3 | Department of Justice records (including submissions and American with Disabilities Act (ADA) records) | Perm |
Preserve pursuant to ARS §39-101 | Election | |
| 8 | Official canvasses (ARS §16-646) | Perm |
Preserve pursuant to ARS §39-101 | Election | |
| 12 | Publicity records (including pamphlets) | Election | |||
| a. | Historical | Perm |
Preserve pursuant to ARS §39-101 | ||
| 14 | Signature rosters (including for traditional elections, this is the actual signature roster and may include notation for voters that mail-in ballots and for elections thare are fully conducted via mail-in/on-line, this can be a roster/checklist of citizens that actually voted in the election) | Perm |
Preserve pursuant to ARS §39-101 | Election | |
| 15 | Title 19 records (including initiatives, recalls, and referendums) | Election | |||
| a. | Historical | Perm |
Preserve pursuant to ARS §39-101 | ||
| 9 | Firearm records (including federal firearm license) | Perm |
Preserve pursuant to ARS §39-101 | Equipment / Vehicle Services | |
| 3 | Budget records (including approved and appropriated budget, fund requests, internal reports, worksheets, calculations, revenue projections, notices of budget hearings, affidavits of publication and supporting documentation) | Finance | |||
| a. | Official record of approved and appropriated budget | Perm |
Preserve pursuant to ARS §39-101 | ||
| 9 | Financial reports | Finance | |||
| a. | Annual financial statement, general ledger annual summary, or comprehensive annual financial report (CAFR) | Perm |
Preserve pursuant to ARS §39-101 | ||
| 5 | Civic service/merit board/personnel board records (including appeal/hearing case records, exhibits, transcripts and other related records and exclusing minutes (see retention schedule for Management Records for retention of minutes and other Board related records) | Human Resources / Personnel | |||
| c. | Merit system rules files | Perm |
Preserve pursuant to ARS §39-101 | ||
| 35 | Pay plan/salary schedule/annual salary schedules records | Perm |
Preserve pursuant to §39-101 | Human Resources / Personnel | |
| 47 | Union/collective bargaining records | Human Resources / Personnel | |||
| b. | Collective bargaining agreements | Perm |
Preserve pursuant to ARS §39-101 | ||
| 1 | Cyclical internal reports | ||||
| a. Final official copy | Perm | Institutional Research | |||
| 2 | Special internal reports (ad hoc) | ||||
| a. Final official copy | Perm | Institutional Research | |||
| 3 | Reports to state, federal government and North Central Accreditation Association | ||||
| a. Final official copy | Perm | Institutional Research | |||
| 1 | Crime reports and investigations records | Law Enforcement | |||
| a. Serious offences as defined in ARS §13-706 | |||||
| i. Murder (1st and 2nd Degree and manslaughter) | Perm | Transfer to State Archives 99 years after calendar year of initial crime report created | |||
| 1 | Annexation records | Management | |||
| a. | Recorded maps | Perm |
Preserve pursuant to ARS §39-101 | ||
| 4 | Charter, amendment and incorporation records | Perm | Preserve pursuant to ARS §39-101 | Management | |
| 9 | Executive correspondence (correspondence of board, commission, council or agency director that sets or discusses policies or other topics deemed historical) | Perm |
Preserve pursuant to ARS §39-101 | Management | |
| 10 | Grant records | Management | |||
| b. | Programmatic records | ||||
| i. Historically significant program records | Perm |
Preserve pursuant to ARS §39-101 | |||
| 12 | Legislation records | Management | |||
| a. | Case files for legislation proposed by agency | Perm |
Preserve pursuant to ARS §39-101 | ||
| 13 | Minutes (including agendas—if agenda or index is not part of the minutes—and supporting documentation referenced in minutes and needed to clarify the minutes) | Management | |||
| a. | Governing boards, commissions and councils | Perm |
Preserve pursuant to ARS §39-101 | ||
| b. | Other decision-making committees, boards or commissions | Perm |
Preserve pursuant to ARS §39-101 | ||
| c. | Advisory committees, boards, commissions, task forces, ad hoc committees, etc. | Perm |
Preserve pursuant to ARS §39-101 | ||
| 14 | Organizational reporting records (records of major changes to department or division organizational structure and its relationship to other offices and departments, including reporting structure and other functional relationships; does not include information on individual employees) | Perm |
Preserve pursuant to ARS §39-101 | Management | |
| 15 | Project records | Management | |||
| a. | Historically significant projects | Perm |
Preserve pursuant to ARS §39-101 | ||
| 16 | Public body policies, directives, general orders, board orders, mission statements and administrative orders (does not include office internal administrative procedure records) | Perm |
Preserve pursuant to ARS §39-101 | Management | |
| 17 | Public information records (including press releases, photographs, scrap books, public service announcements and other related records) | Management | |||
| a. | Historical | Perm |
Preserve pursuant to ARS §39-101 | ||
| 8 | Insurance policy records (liability) | Perm |
Preserve pursuant to ARS §39.101, Permanent Records Media and Storage Standards | Office of General Counsel | |
| 9 | Real property records | Perm |
Preserve pursuant to ARS §39.101, Permanent Records Media and Storage Standards | Office of General Counsel | |
| 10 | Governance policy and regulation records | Perm |
Preserve pursuant to ARS §39.101, Permanent Records Media and Storage Standards | Office of General Counsel | |
| 1 | College/District advertising and promotional pieces (one example of each piece) | Perm |
Public Information / Marketing | ||
| 2 | TV and radio commercials (recordings) | Perm |
Re-write and migrate as needed to preserve | Public Information / Marketing | |
| 3 | Clipping file (articles from various sources about the district or college) | Perm |
Public Information / Marketing | ||
| 1 | Permanent student records (academic transcripts, graded class rosters, graduation audit reports, combined name and gender change authorizations, and student folders--background information) | Perm |
Preserve pursuant to ARS §39-101 | Registrar | |
| 2 | Enrollment reports prepared for Ariziona Board of Regents (ABOR) (including 21st day and 45th day census reports) | Perm |
Preserve pursuant to ARS §39-101 | Registrar | |
| 16 | Immunization records (card specified by Department of Health Services) | Perm |
Preserve pursuant to ARS §39-101 | Student Records for School Districts and Charter Schools | |
| 20 | Permanent student records (including personal identifying information--name, student identification number, etc.--transcript of final grades, summary of attendance and standardized test scores) | Perm |
Preserve pursuant to ARS §39-101 | Student Records for School Districts and Charter Schools | |
| 2 | Aggregated or summarized assessment reports documenting demographical information (including ASSET COMPASS entering student descriptive reports and ASSET and COMPASS returning student retention reports) | Perm |
Preserve pursuant to ARS §39.101, Permanent Records Media and Storage Standards | Testing / Assessment Centers | |
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