DOCUMENT RETENTION/ DOCUMENT ARCHIVE PROCESS

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DOCUMENT RETENTION/ DOCUMENT ARCHIVE PROCESS

• South Texas College

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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

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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

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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

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

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Step 2 Process Documents
Documents to be retained are shelved (Mid-November
)
Database is updated and reports sent out (Early
December)
Documents are processed (Late October)
Documents to be destroyed are picked
up (Mid-November)
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Step 3 Request Documents
Document/File is sent or can be picked up
Request is submitted
Inactive Document/File is located and copy made
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Questions?