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Records
Welcome to Cal Poly Humboldt's Record Retention Site
Please use the links on top for guidance as to what records campus departments should be retaining and what they should be disposing of.
Contracts
Contracts, Procurement & Accounts Payable abides by the CSU Records/Information Retention and Disposition Schedule for maintenance of official fiscal records and for Facilities related records. Departments should follow the disposition schedule for files that are stored locally within department offices.
*If you have received a litigation hold notification, you must retain any records covered by that hold until further notice.
Financial Records
Financial Services stores student records, accounts receivable, financial reports, student tuition and fee payments, audit records, employee payroll records, anything that is entered in PeopleSoft Finance and OBI.
Records need to be maintained for 4 years from the end of the fiscal year of the record item.
For example as of 6.30.17 all records prior 6.30.13 need to be destroyed.
Departments may keep duplicates for the current fiscal year then they need to be destroyed.
*If you have received a litigation hold notification, you must retain any records covered by that hold until further notice.
Please note that every year, each area is required to submit documentation that the records retention protocol is being followed. Signed certification forms are to be turned in to the accounting office, SBS_325 by July 31, XXXX which would satisfy the retention of the last fiscal year.
Human Resources & Academic Personnel Services Records
Human Resources maintains the one official personnel file for each employee and abides by the CSU Records/Information Retention and Disposition Schedule for maintenance of those records. If individual departments have a business need to maintain working files locally, those should be purged no less than annually.
The Academic Personnel Records/Information is available on the Academic Personnel Service's Guides & Resources page.
Student Records
The Office of the Registrar abides by the CSU Records/Information Retention and Disposition Schedule for maintenance of official student records. Departments should follow the disposition schedule for files that are stored locally within department offices.
*If you have received a litigation hold notification, you must retain any records covered by that hold until further notice.