DOCUMENT RETENTION POLICY
This policy represents the retention and disposal of records and electronic documents at our institution. It ensures that all necessary records and documents are properly protected, maintained, and disposed of when no longer required. It also serves as a guideline to help employees understand their obligations in retaining electronic documents such as emails, web files, text files, sound and movie files, PDF documents, and physical record files.
The Record Retention Procedure provides the approved system for maintaining, retaining, and disposing of both physical and electronic records. The Office Superintendent is responsible for administering this policy and implementing procedures to ensure compliance.
Record Retention Categories
The record retention is organized under the following categories:
Accounting & Finance
| S.No. | Type of Record | Retention Period |
|---|---|---|
| 1 | Accounts Payable ledgers and schedules | 5 Years |
| 2 | Accounts Receivable ledgers and schedules | 5 Years |
| 3 | Annual Audit Reports and Financial Statements | Permanent |
| 4 | Annual Audit Records, including work papers and related documents | 5 Years |
| 5 | Annual Plans and Budgets | 7 Years |
| 6 | Bank Statements and Cancelled Checks | 5 Years |
| 7 | General Ledgers | Permanent |
| 8 | Notes Receivable ledgers and schedules | 5 Years |
| 9 | Investment Records | 5 Years |
Corporate Records
| Type of Record | Retention Period |
|---|---|
| Corporate Records (minute books, signed minutes of the Board and all committees, corporate seals, articles of incorporation, bylaws, annual corporate reports) | Permanent |
| Licenses and Permits | Permanent |
| Grant Records | 10 years after completion of grant period |
| Insurance Records | Until plan is amended or terminated |
| Legal Files and Papers | Permanent |
| Payroll Documents | 5 Years |
| EPF, Pension Documents and Supporting Employee Data | Until the employee retires |
Academic Records
| S.No. | Type of Record | Document Type | Retention Period |
|---|---|---|---|
| 1 | Academic Calendar | E-Document | N+2 Years |
| 2 | Student Admission / Readmission / Transfer | E-Document | 5 Years |
| 3 | Time Table | E-Document | N+3 Years |
| 4 | Curriculum and Syllabus | E-Document | N+2 Years |
| 5 | Student Attendance Records | E-Document | Permanent |
| 6 | Student Internal/End Exam Marks | E-Document | Permanent |
| 7 | Hall Ticket Issued Ledger | E-Document | 3 Years |
| 8 | Examination Results | E-Document | Permanent |
| 9 | Student Mark Sheet Documents | E-Document | Permanent |
| 10 | Provisional / TC / Migration / Consolidated Mark Sheet | Paper | Permanent |
Admission Records
| S.No. | Type of Record | Document Type | Retention Period |
|---|---|---|---|
| 1 | Application for Admission or Readmission | E-Document | 5 Years |
| 2 | Rank List | E-Document | 5 Years |
| 3 | All Correspondence with Applicants | E-Document | 5 Years |
| 4 | Admission Cancellation Documents before enrollment | E-Document | 2 Years |
Note: The retention periods mentioned above are subject to change based on institutional policy updates or legal requirements. All departments must follow this document retention policy for efficient and compliant record management.