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record retention guidelines

Recommended retention timelines for common academic records at Purdue, based on the American Association of Collegiate Registrars and Admissions Officers (AACRAO) 2019 guidelines.

Retention Schedule

Recommended retention timelines are listed below for common academic records at Purdue University. These guidelines are based on the American Association of Collegiate Registrars and Admissions Officers (AACRAO) Retention of Records (2019). Records marked Permanent have no disposal date and should never be destroyed.  

This isn’t a comprehensive list. For general guidance, refer to Purdue’s Records Retention Compliance. For the university’s full records retention policy, review the Record Retention and Disposal Policy. 

Record Type Retention Guideline
Academic advisement records 3 years after graduation 
Academic warning — undergraduate (academic notice/separation) Permanent; retained on transcript 
Academic warning — graduate students (non-performance/deficiency) 3 years after graduation; kept in student’s academic department 
Academic integrity violation Permanent 
Correspondence related to academic records or inquiries 3 years after graduation 
Disciplinary action records 3 years after graduation 
Major, minor, certificate and concentration changes 3 years after graduation 
Appeals for exception to academic policy Permanent 
Thesis/dissertation Permanent 
Degree audits 3 years after graduation 
Substitution/waivers for degree requirements 3 years after graduation 

Record Type Retention Guideline
Grade appeal/complaint 1 year from decision date 
Faculty grade book 5 years after course completion 
Grade change forms 3 years after graduation or last date of attendance 
Final grade reports 1 year after date distributed 
Midterm grade reports Through end of term 
Final grade submission data Permanent 

Record TypeRetention Guideline
Enrollment verifications 1 year after verification 
Transcript requests (by student) 1 year after verification 
Credit/no credit, audit and pass/no pass approval 1 year after date submitted 
Add/drop requests 1 year after date submitted 
Withdrawal requests 3 years after graduation or last date of attendance 

Record TypeRetention Guideline
Name, Social Security number, date of birth and gender updates 50 years from date updated 
Personal data updates (marital status, race, ethnicity, demographic) 1 year from date updated

Record Type Retention Guideline
Athlete eligibility reports 7 years after certification 
Residency verification records 7 years after certification 
Teacher certifications 1 year after verification 
Transfer credit evaluations 3 years after graduation or last date of attendance 
Returned diplomas 1 calendar year from conferral date 

Record TypeRetention Guideline
Graduation lists Permanent 
Catalogs Permanent 
Commencement programs Permanent 
Instruction evaluations (by students) 1 semester 

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Last modified: July 27, 2026

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