West Kentucky Community & Technical College
PERMANENT RECORDS
Series Number / Description / Disposition InstructionsU0100 / Correspondence – Official (Documents the major activities, functions, and programs of the College and important events in its history) V / Transfer to the College Archive (CA) after administrative use has ceased.
U0103 / Operating Manuals (documenting College & departmental procedures) / Retain a copy in creating unit. Destroy excess copies when no longer needed.
U0104 / Minutes of policy-making bodies (i.e., BOR, Faculty Council, faculty meetings, etc.) V / Transfer a copy to CA and retain a copy in the creating unit. Destroy excess copies when no longer needed.
U0107 / Photographs (documenting College activities) / Transfer to CA after administrative use has ceased.
U0109 / Publications (College related functions, including catalogs and commencement programs) / Transfer a copy of CA and retain a copy in creating unit. Destroy excess copies when no longer needed.
U0112 / Annual or Summary Reports (documents accomplishments & future plans of the College) / Transfer a copy to CA and retain a copy in the creating unit. Destroy excess copies when no longer useful.
U0114 / Reports/Special Studies (unpublished compilations of information related to College activities or events) / Transfer a copy to CA. Destroy excess copies when no longer needed administratively
U0116 / Speeches/Papers on behalf of College (Presented by President, faculty, administrative heads) / Transfer one copy to CA and retain a copy in the creating unit. Destroy excess copies when no longer useful.
U0119 / Videotapes (documenting College activities) / Transfer master to CA. Destroy excess copies when no longer needed administratively, or erase and reuse.
U0203 / KCTCS Operating Budget V / Retain a copy in the College Archive
U0230 / KCTCS & College Annual Financial Reports V / Transfer to CA. Destroy excess copies when no longer useful.
U0300 / Awards Committee Records (committee minutes, information about nominee, materials documenting acceptance by award winners) / Transfer to CA when no longer needed administratively
U0401 / Master/Official Student Record (includes narrative evaluations, competency assessments, admissions, enrollment and academic documentation) V C / Retain in Records/Registrar office
U0409 / Change of Grade File (Update documents) / Retain in Record/Registrar office
U0412 / Schedule of Classes / Transfer a copy to CA. Destroy excess copies when no longer useful.
U0415 / Course Syllabi / Transfer a copy to CA. Destroy excess copies when no longer needed
U0420 / Degree Statistical Reports (Reports documenting number, type, as well as demographic data relating to degrees awarded) / Transfer a copy to CA. Destroy excess copies when no longer useful.
U0423 / Enrollment Statistical Reports (Reports documenting student enrollment for budget/planning purposes and to support enrollment trends) / Transfer a copy to CA. Destroy excess copies when no longer needed administratively.
U0432 / Grade Sheets (may be known as class lists, rosters) / Retain record copy in creating unit. Destroy excess copies when no longer needed administratively.
U0433 / Grade Statistical Report (Distribution of Grades Report) / Retain record copy in creating unit. Destroy excess copies when no longer needed administratively.
U0435 / Graduation Lists (Contains names of students completing degree requirements) / Transfer one copy to CA. Destroy excess copies when no longer needed administratively.
U0452 / Student Government Files (Contains by-laws, minutes, correspondence, agendas, etc.) / Transfer to CA.
U0501 / Accession Records (May contain log listing dates of acquisition, accession numbers, descriptions of artifacts or collections and donor names, etc. C / Retain in creating unit
U0502 / Deaccession Records (May include forms to transfer ownership/custody to other institutions, deaccessioning documentation, etc.) / Retain in creating unit
U0503 / Appraisal Records (May include appraisals and valuation reports, etc.) / Retain in creating unit
U0613 / Job Description/Classification File (aka Job Analysis Questionnaire [JAQ]) / Retained electronically in PeopleSoft
U0620 / Master Personnel File (Faculty and staff) (Contains performance evaluations, requests for tenure, personnel actions, etc.) V C / Official Master File – System Office
Second Master File – HR/Personnel
Destroy seventy-five years after creation.
U0624 / Retirement Reports (Provides status of accounts such as amounts in, years of service, etc. to substantiate retirement claims / System Office
U0701 / Blueprints, Plans and Specifications for Buildings, Grounds, Landscapes V / Transfer to CA. Destroy excess copies when no longer needed administratively
U0703 / Capital Construction/Building File V / Retain in creating unit
U1600 / Deed Files (Property which is for use and benefit of the College; conveyed by the Commonwealth) V / Retain in creating unit
U1601 / Deed Files (Property sold by the College/KCTCS or conveyed to others) V / Retain in creating unit
U1603 / Property Files (Property acquired on behalf of the College) V / PJC Development Office