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Registrar’s Office Student Academic Records Retention Policy

Student academic records will be retained according to the schedule, location and mode of storage posted below (revised October 2014):

Document

Time Retained

Location

Mode of Storage

 

 

 

 

Degree Applications

1 Year

Degree Auditor’s Office

Paper/Banner

Degree Audit Sheets

Until Graduation or 10 Years

Permanent Record  Files

Paper to 6-months; Digital Image 6-months or older

Drop/Add Slips

5 Years

Records Room

Paper to 6-months; Digital Image 6-months or older/Banner

Enrollment Cert. (not V.A.)

1 Semester

E.C.O. files

Paper/Banner/Clearinghouse

Grade Changes

5 Years

Grade Files

Paper to 6-months; Digital Image 6-months or older/Banner

Grade Rolls (Final)

10 Years

Back Office

Digital Image/Banner

Master Card File

Permanent (disc. Summer 1991)

 

 

Permanent Record Card

Permanent

1935-Fall 1996

Digital Image

 

 

Permanent Record Files before 1935 – Fant Library

 

Privacy Requests

Until Graduation or 10 Years

Permanent Record Files

Paper to 6-months; Digital Image 6-months or older

Student Class File

Permanent Since Summer 1984

Administrative Computing

Tape/mainframe/Banner

Transcript Master

Permanent

Permanent Record Files/Summer 2001 forward in Banner

Digital Image/Banner

Transcript Requests

1 Year

RO Staff Files

Paper/Banner

Transcripts from Other Colleges for Students Enrolled at MUW

Until Graduation or 10 Years

Permanent Record Files

Paper to 6-months; Digital Image 6-months or older

V.A. Files

10 Years

Records Room

Paper to 6-months; Digital Image 6-months or older

Withdrawals

10 Years

Records Room

Paper to 6-months; Digital Image 6-months or older/Banner

 

Paper versions of student academic records are purged and/or scanned as digital images within six months unless indicated otherwise.  Digital image versions of student academic records are purged once their time of retention has expired according to the schedule posted above.