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GEORGETOWN AMERICAN UNIVERSITY STANDARD OPERATING PROCEDURES
TITLE: RECORD RETENTION AND STORAGE PROCEDURE
RELATING POLICY: : STUDENT RECORD POLICY
TUITION POLICY
DATE OF APPROVAL: AUGUST 07, 2019
EFFECTIVE DATE OF IMPLEMENTATION: SEPTEMBER 1, 2019
REFER QUESTIONS TO HEAD OF DEPARTMENT

Standard Operating Procedure –Record Retention and Storage

Primary Responsibility: Department Head
Definition: These procedures support the Student Records Policy by setting out in more detail a
specification of standards and requirements to ensure that records documenting the University's
interaction with applicants, students, and alumni are fit for purpose and meet evidential and legal
requirements.
Purpose: To create a standardized process for record-keeping

Time Frame: Nil

A. Document Status

The following color scheme is used to identify documents status:

Green indicated that this document is Suspended
Red indicates that this document is rejected or fail
Yellow indicates that a document is pending
Active Documents
 Documents that are suspended will be given a retention life
 Documents that are rejected will not be given a retention life. These documents may be
reviewed, and readjustments can be made. However, the discarded copy must be deleted or
destroyed.
 A document that is no longer "pending" must have the color code removed.
 Active documents do not have a color code.

Suspension of Documents

Documents are referred to as suspended when the documents in no longer in use. Suspended
documents may be due to a new version in existence (e.g., an updated policy), or the material is no
longer required to be active (e.g., Student graduates and the academic file is no longer in use).

B. Retention Schedule

This retention schedule describes the periods for which the University should retain records to comply
with operational and legal requirements, including data protection legislation. The default action at the

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GAU SOP