Effective Date: July 1, 2025
Issuing Authority: Senior Vice President for Finance and Administration
Policy Contact: Director of Grants and Contracts, 478-301-2627
Purpose
Mercer University has implemented a policy for the retention of records. The purpose of this policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed or of no value are destroyed at the appropriate time.
Scope
This policy applies to all records, regardless of format. Individuals who are responsible for the retention of records are also responsible for the destruction of records following the retention period.
Exclusions
None
Policy Statement
Records must be retained for a period of seven years, unless a longer period is specified in the regulations, terms and conditions, or policy statement applicable to the award. Generally, the retention period would run from the date of submission of the final or annual expenditure report.
Records that are more permanent in nature, such as those related to purchase of land, buildings or equipment, or leases with extended lives, should be retained until seven years after the date the asset to which it relates is obsolete, sold, or otherwise disposed of.
Documents should be destroyed in a manner that ensures that all sensitive or confidential material can no longer be read or interpreted. This means that paper documents should be shredded, and electronic documents should be erased or otherwise rendered unreadable.
NOTE: The adoption of this policy does not relieve or otherwise affect the pre-existing obligation of any department to maintain records relating to a matter under litigation, government audit, or investigation. All such records should be preserved until the matter to which they relate has been finally resolved and University counsel has approved their disposition.
History
Revised October 14, 2010
Revised June 17, 2025