Following are the standarized retention and disposition schedules approved by the Arizona State Library, Archives and Public Records for Arizona Community Colleges and Districts. Although they have been categorized by functional group your records may cross functional areas. Be sure to check each category that might apply to the work you do. If you find that your records are not listed below, be sure to contact the Office of Public Stewardship so we can work with you to create a customized schedule and have it approved by the Arizona State Library.

Remember, you are only responsible for the records for which you or your department/division/area are custodian of. If someone else is considered the custodian of record for materials you have in your office and you are keeping copies for convenience then you are taking on the added responsibilty for maintaining and disposing of those copies as the custodian would.

Historical Records

We have compiled a list of all records which must be maintained permanently for historical purposes. These are the only records which have been approved by the Arizona State Library, Archives and Public Records to be maintained forever. All other records have a definite date for dispersal/deletion, see below. If possible, these records may be scanned (into microfiche/microfilm) with an approved Imaging Request, signed by Teresa Toney (OPS) and the Arizona State Library. Questions can be directed to the Office of Public Stewardship, (480) 731-8882.

• Historical

Standardized Schedules**

Pursuant to ARS §41-151.12, the retention periods listed herin are both the minimum and maximum time records may be kept. Keeping records for a time period other than their approved retention period is illegal. However, records required for ongoing or foreseeable official proceedings such as audits, lawsuits or investigations must be retained until released from such official proceedings, notwithstanding the instructions of this schedule. If it is believed that special circumstances warrant that records should be kept longer or shorter than the time period listed in this schedule or that any of these records may be appropriate for transfer to the Archives, please contact the Records Management Division to inquire about a change to the retention period. Only the Arizona State Library, Archives and Public Records has the authority to extend records retention periods.

Public records, including electronic records, not listed in a schedule are not authorized to be destroyed.

• Administrative (approved October 18, 2011)
• Admissions/Records (approved July 28, 2006)
• Audit (approved November 3, 2011)
• Bond (approved November 14, 2011)
• Charter Schools (approved January 28, 2010)
• Child Care Program (approved August 20, 2008-custom)
• Curriculum Office (approved November 15, 2002)
• EEO/Affirmative Action (approved November 15, 2002)
• Elections (approved October 20, 2011)
• Electronic Communications, Social Networking and Website (approved January 19, 2012)
• Equipment/Vehicle Services (approved June 21, 2011)
• Facilities/Grounds Management (revised March 3, 2011)
• Finance (approved October 17, 2011)
• Financial Aid* (approved November 15, 2002)
• Human Resources/Personnel (approved October 20, 2011)
• Information Technology (IT) (approved July 25, 2011)
• Institutional Research (approved November 15, 2002)
• Law Enforcement (approved September 23, 2010; supersedes only items #5, 16, 17, 18, 19, 21 on the Public Safety schedule dated July 12, 2010)
• Library (approved November 20, 2009)
• Management (approved November 14, 2011)
• Office of General Counsel (approved November 7, 2007-custom)
• Public Information/Marketing (approved November 15, 2002)
• Public Safety (approved July 12, 2010)
• Purchasing/Procurement (approved August 30, 2011)
• Student Records for School Districts and Charter Schools (approved August 30, 2011)
• Testing/Assessment Centers (approved October 24, 2007-custom)
• Warehouse/Supply (approved January 31, 2011)

Printed Retention Schedules

• Records Retention and Disposition Schedule for Arizona Community Colleges and Districts (PDF)
• General Records Retention Schedule for Community College Districts
  *** Updates to Previously Published Schedules ***
  • Administrative
  • Admissions/Registrar's Office
  • Audit
  • Elections
  • Electronic Communications and Social Networking
  • Equipment/Vehicle Services
  • Facilities/Grounds Management
  • Information Technology (IT)
  • Law Enforcement Records
  • Library
  • Management
  • Personnel/Human Resources
  • Purchasing and Procurement
  • Warehouse/Supply

Customized Schedules in Process

The OPS will be working with the following functional areas to define customized schedules and have them approved by the Arizona State Library (in process)

New

• Academic Affairs
• Adjunct Faculty Files
• Advising/Counseling
• Aviation
• Career Services
• Computer Lab
• Development/Fundraising
• Disability Services
• Fitness Center
• Health Care/Nursing (New Schedule Proposed: Medical and Public Health PENDING review)
• Honors
• Instructional Support
• National Center for Teacher Education
• Small Business Development Center
• Telecommunications
• Veterans Services

Addendum to Existing Schedule

• Financial Aid (New Schedule Proposed; PENDING review)
• Purchasing Procurement Card