DOCUMENT RETENTION/
DOCUMENT ARCHIVE
PROCESS
South Texas College
Document Status
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Active Document – A document that is expected to be
frequently accessed
Inactive Document – A document that is not expected to be
frequently accessed but has not yet past the required
retention period
Obsolete Document– A document identified for destruction
where the retention period has expired or it has been
stored electronically
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Prior to destruction, the document needs to be listed on the STC
records control schedule
Destruction must occur as per a state approved method
Archive Documents

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The target for the document archive process are
inactive or obsolete documents
These documents are boxed and labeled by each
department
These documents are then scheduled for pickup and
are now owned by the STC document archive
The documents are processed and either stored for
the remainder of their retention period or
scheduled for destruction
3 Step Process
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Step 1 – Box Inactive or Obsolete Documents and
Ship to STC Central Archive
Step 2 – Inactive/Obsolete Documents are
Processed
Step 3 – Request Documents from Central Archive
Step 1 – Box and Ship
Departments Box and
Label Inactive Files
(September)
Boxes are
picked up
(Mid-October)
Boxes are moved
to Central Archive
(Mid-October)
Boxing & Labeling

Use standard size box as per State
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Corrugated cardboard boxes measuring 15 inches deep, 12
inches wide, and 10 inches high
Exceptions can be made for documents such as building plans,
blueprints, etc.
Each box needs to be labeled with the following info:
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Type of Document – ie. Student Applications
Time Period of Documents – ie. Fall 2007 to Summer 2008 or
August 2007 to December 2007
Department – ie. Office of Admission and Records
Step 2 – Process Documents
Documents to be
retained are shelved
(Mid-November)
Database is updated
and reports sent out
(Early December)
Documents are
processed
(Late October)
Documents to be
destroyed are picked up
(Mid-November)
Step 3 – Request Documents
Request is
submitted
Inactive Document/File
is located and copy made
Document/File
is sent or can
be picked up
Questions?