Policy Purpose:
The Tennessee Board of Regents has set forth guidelines regarding the disposal of institutional records. The Records Officer, in accordance with provisions of these procedures, must approve disposal of all official institutional records. Unless specified otherwise, or otherwise required by law, records may be microfilmed or imaged and the paper copy destroyed upon verification of an archival quality reproduction. The microfile or image will them be retained for the balance of the indicated retention period.
Records may be disposed of by burning or shredding with shredding being the preferred method. Records may also be disposed of through the City of Johnson City recycling program. No record shall be destroyed, however, so long as it pertains to any ending legal case, claim or action, or to any federal or state audit until such actions have been concluded.
The minimum retention period for records is contained in TBR Guideline G-070. Notwithstanding the state retention period, should such periods conflict with federal law, the period of longer retention shall apply.
Visit the Business and Finance Financial Procedures page.
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Responsible Office
Business and Finance -
History
Original effective date: October 1, 1982
Revised: November 15, 1984, September 21, 2001
Last review: March 1, 2004 -
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