Maricopa Community Colleges

Public Stewardship

Records Retention and Disposition Schedules

for Arizona Community Colleges and Districts

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 the records in your area may cross functional groups. Be sure to check each area that might apply to the work you do. If you find that your area's 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.

Standardized Schedules***

Pursuant to ARS §41-1351, 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 retarined 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.

The following schedules were approved November 15, 2002 unless noted otherwise.

Customized Schedules (approved by the Arizona State Library for MCCCD)

Customized Schedules in Process (coming soon)

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

  • Academic Affairs
  • Adjunct Faculty Files
  • Advising/Counseling
  • Aviation
  • Career Services
  • Computer Lab
  • Development/Fundraising
  • Disability Services
  • Financial Aid
  • Fitness Center
  • Health Care/Nursing
  • Honors
  • Instructional Support
  • Instructional Technology
  • National Center for Teacher Education
  • Small Business Development Center
  • Telecommunications
  • Veterans Services

Schedule for All State Agencies & Political Subdivisions

Printed Retention Schedules

*A new schedule was submitted for A&R in 2006 with records lumped together (a "bucket list"); discussion with the A&R Council will determine which list MCCCD will adopt as its own
**The list is not comprehensive enough so a new list will be devised for MCCCD
***New schedules will be added to this list as they are approved