{"id":3057,"date":"2026-06-17T15:49:20","date_gmt":"2026-06-17T19:49:20","guid":{"rendered":"https:\/\/new.dev.www.purdue.edu\/registrar\/?page_id=3057"},"modified":"2026-07-27T15:27:55","modified_gmt":"2026-07-27T19:27:55","slug":"record-retention","status":"publish","type":"page","link":"https:\/\/www.purdue.edu\/registrar\/faculty-staff\/advisor\/record-retention\/","title":{"rendered":"Record Retention Guidelines"},"content":{"rendered":"<div id=\"modal-ready\"><div  class=\"purdue-home-cta-banner purdue-home-teritary-hero \">\n            <div class=\"image\">\n                            <img decoding=\"async\" alt=\"Gold texture background\" src=\"https:\/\/www.purdue.edu\/registrar\/wp-content\/uploads\/2026\/06\/Gold-Texture-Hero-1920x1080-1.jpg\"\/>\n                    <\/div>\n        <div class=\"section has-image-background has-padding-top-large has-padding-bottom-large \">\n        <div class=\"container\">\n            <h1 class=\"second-level-page-heading purdue-home-teritary-hero__header\"><strong>record retention guidelines<\/strong><\/h1>\n            <div class=\"purdue-home-teritary-hero__content\">\n                \n\n<p class=\"has-text-align-center hero-text-custom wp-block-paragraph\">Recommended retention&nbsp;timelines for common academic records at Purdue, based on the American Association of Collegiate Registrars and Admissions Officers (AACRAO) 2019 guidelines.<\/p>\n\n            <\/div>\n                    <\/div>\n    <\/div>\n<\/div>\n\n\n<div  class=\"section has-padding-bottom-large \">\n    <div class=\"container\">\n                \n\n<div class=\"wp-block-columns page-layout-columns columns is-multiline is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column column is-full-tablet page-layout-main is-layout-flow wp-block-column-is-layout-flow\">\n<h2 class=\"wp-block-heading\">Retention Schedule<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Recommended retention timelines are listed below for common academic records at Purdue University. These guidelines are based on the\u00a0<strong><em>American Association of Collegiate Registrars and Admissions Officers (AACRAO) Retention of Records<\/em>\u00a0(2019)<\/strong>.\u00a0Records marked Permanent have no disposal date and should never be destroyed.\u00a0\u00a0<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This isn&#8217;t a comprehensive list. For general guidance, refer to Purdue&#8217;s <a href=\"https:\/\/www.purdue.edu\/vpec\/records-retention\/\" target=\"_blank\" rel=\"noreferrer noopener\">Records Retention Compliance<\/a>. For the university&#8217;s full records retention policy, review the\u00a0<a href=\"https:\/\/www.purdue.edu\/vpec\/policies\/records\/viiia5\/\" target=\"_blank\" rel=\"noreferrer noopener\">Record Retention and Disposal Policy<\/a>.\u00a0<\/p>\n\n\n\n<div class=\"purdue-accordion-wrap  purdue-accordion-wrap--small\">\n    <div class=\"section has-none-background has-padding-top-none has-padding-bottom-none\">\n        <div class=\"container\">\n            <div class=\"purdue-accordion has-no-bottomborder\">\n                <h3 class=\"accordion__heading purdue-accordion__title  purdue-accordion__title--small\" id=\"title-f1b4a559-0f72-4333-91ff-7b1453b55af1\">\n                    <button aria-controls=\"content-f1b4a559-0f72-4333-91ff-7b1453b55af1\" aria-expanded=\"false\">Academic Records<\/button>\n                <\/h3>\n                <div class=\"accordion__content purdue-accordion__content\" id=\"content-f1b4a559-0f72-4333-91ff-7b1453b55af1\" hidden aria-hidden=\n                \"true\">\n                    \n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th><strong>Record Type<\/strong>&nbsp;<\/th><th><strong>Retention Guideline<\/strong><\/th><\/tr><\/thead><tbody><tr><td>Academic advisement records&nbsp;<\/td><td>3 years after graduation&nbsp;<\/td><\/tr><tr><td>Academic warning \u2014 undergraduate (academic notice\/separation)\u00a0<\/td><td>Permanent;&nbsp;retained&nbsp;on transcript&nbsp;<\/td><\/tr><tr><td>Academic warning \u2014 graduate students (non-performance\/deficiency)&nbsp;<\/td><td>3 years after graduation; kept in student&#8217;s academic department&nbsp;<\/td><\/tr><tr><td>Academic integrity violation&nbsp;<\/td><td>Permanent&nbsp;<\/td><\/tr><tr><td>Correspondence related to academic records or inquiries&nbsp;<\/td><td>3 years after graduation&nbsp;<\/td><\/tr><tr><td>Disciplinary action records&nbsp;<\/td><td>3 years after graduation&nbsp;<\/td><\/tr><tr><td>Major, minor, certificate and concentration changes\u00a0<\/td><td>3 years after graduation&nbsp;<\/td><\/tr><tr><td>Appeals for exception to academic policy&nbsp;<\/td><td>Permanent&nbsp;<\/td><\/tr><tr><td>Thesis\/dissertation&nbsp;<\/td><td>Permanent&nbsp;<\/td><\/tr><tr><td>Degree audits&nbsp;<\/td><td>3 years after graduation&nbsp;<\/td><\/tr><tr><td>Substitution\/waivers for degree requirements&nbsp;<\/td><td>3 years after graduation&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n                <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/div>\n\n\n\n<div class=\"purdue-accordion-wrap  purdue-accordion-wrap--small\">\n    <div class=\"section has-none-background has-padding-top-none has-padding-bottom-none\">\n        <div class=\"container\">\n            <div class=\"purdue-accordion has-no-bottomborder\">\n                <h3 class=\"accordion__heading purdue-accordion__title  purdue-accordion__title--small\" id=\"title-1d045330-f6e4-4c15-9530-080bcd44c557\">\n                    <button aria-controls=\"content-1d045330-f6e4-4c15-9530-080bcd44c557\" aria-expanded=\"false\">Grades\u00a0<\/button>\n                <\/h3>\n                <div class=\"accordion__content purdue-accordion__content\" id=\"content-1d045330-f6e4-4c15-9530-080bcd44c557\" hidden aria-hidden=\n                \"true\">\n                    \n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th><strong>Record Type<\/strong>&nbsp;<\/th><th><strong>Retention Guideline<\/strong><\/th><\/tr><\/thead><tbody><tr><td>Grade appeal\/complaint&nbsp;<\/td><td>1 year from decision date&nbsp;<\/td><\/tr><tr><td>Faculty grade book&nbsp;<\/td><td>5 years after course completion&nbsp;<\/td><\/tr><tr><td>Grade change forms&nbsp;<\/td><td>3 years after graduation or last date of attendance&nbsp;<\/td><\/tr><tr><td>Final grade reports&nbsp;<\/td><td>1 year after date distributed&nbsp;<\/td><\/tr><tr><td>Midterm grade reports&nbsp;<\/td><td>Through end of term&nbsp;<\/td><\/tr><tr><td>Final grade submission data&nbsp;<\/td><td>Permanent&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n                <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/div>\n\n\n\n<div class=\"purdue-accordion-wrap  purdue-accordion-wrap--small\">\n    <div class=\"section has-none-background has-padding-top-none has-padding-bottom-none\">\n        <div class=\"container\">\n            <div class=\"purdue-accordion has-no-bottomborder\">\n                <h3 class=\"accordion__heading purdue-accordion__title  purdue-accordion__title--small\" id=\"title-840368c5-a8ba-4354-b3e3-f81aec48c35a\">\n                    <button aria-controls=\"content-840368c5-a8ba-4354-b3e3-f81aec48c35a\" aria-expanded=\"false\">Enrollment and Registration\u00a0<\/button>\n                <\/h3>\n                <div class=\"accordion__content purdue-accordion__content\" id=\"content-840368c5-a8ba-4354-b3e3-f81aec48c35a\" hidden aria-hidden=\n                \"true\">\n                    \n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th><strong>Record Type<\/strong><\/th><th><strong>Retention Guideline<\/strong><\/th><\/tr><\/thead><tbody><tr><td>Enrollment verifications&nbsp;<\/td><td>1 year after verification&nbsp;<\/td><\/tr><tr><td>Transcript requests (by student)&nbsp;<\/td><td>1 year after verification&nbsp;<\/td><\/tr><tr><td>Credit\/no credit, audit and pass\/no pass approval\u00a0<\/td><td>1 year after date submitted&nbsp;<\/td><\/tr><tr><td>Add\/drop requests\u00a0<\/td><td>1 year after date submitted&nbsp;<\/td><\/tr><tr><td>Withdrawal requests&nbsp;<\/td><td>3 years after graduation or last date of attendance&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n                <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/div>\n\n\n\n<div class=\"purdue-accordion-wrap  purdue-accordion-wrap--small\">\n    <div class=\"section has-none-background has-padding-top-none has-padding-bottom-none\">\n        <div class=\"container\">\n            <div class=\"purdue-accordion has-no-bottomborder\">\n                <h3 class=\"accordion__heading purdue-accordion__title  purdue-accordion__title--small\" id=\"title-cc5985d2-5397-4ef4-a772-40568227df41\">\n                    <button aria-controls=\"content-cc5985d2-5397-4ef4-a772-40568227df41\" aria-expanded=\"false\">Personal Records\u00a0<\/button>\n                <\/h3>\n                <div class=\"accordion__content purdue-accordion__content\" id=\"content-cc5985d2-5397-4ef4-a772-40568227df41\" hidden aria-hidden=\n                \"true\">\n                    \n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th><strong>Record Type<\/strong><\/th><th><strong>Retention Guideline<\/strong><\/th><\/tr><\/thead><tbody><tr><td>Name, Social Security number,\u00a0date of birth\u00a0and gender updates\u00a0<\/td><td>50 years from date updated\u00a0<\/td><\/tr><tr><td>Personal data updates (marital status, race, ethnicity, demographic)&nbsp;<\/td><td>1 year from date updated<\/td><\/tr><\/tbody><\/table><\/figure>\n\n                <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/div>\n\n\n\n<div class=\"purdue-accordion-wrap  purdue-accordion-wrap--small\">\n    <div class=\"section has-none-background has-padding-top-none has-padding-bottom-none\">\n        <div class=\"container\">\n            <div class=\"purdue-accordion has-no-bottomborder\">\n                <h3 class=\"accordion__heading purdue-accordion__title  purdue-accordion__title--small\" id=\"title-87e5b3d6-6b3f-4abd-8fff-ea30ffc42624\">\n                    <button aria-controls=\"content-87e5b3d6-6b3f-4abd-8fff-ea30ffc42624\" aria-expanded=\"false\">Certifications and Credentials\u00a0<\/button>\n                <\/h3>\n                <div class=\"accordion__content purdue-accordion__content\" id=\"content-87e5b3d6-6b3f-4abd-8fff-ea30ffc42624\" hidden aria-hidden=\n                \"true\">\n                    \n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th><strong>Record Type<\/strong>&nbsp;<\/th><th><strong>Retention Guideline<\/strong><\/th><\/tr><\/thead><tbody><tr><td>Athlete eligibility reports&nbsp;<\/td><td>7 years after certification&nbsp;<\/td><\/tr><tr><td>Residency verification records&nbsp;<\/td><td>7 years after certification&nbsp;<\/td><\/tr><tr><td>Teacher certifications&nbsp;<\/td><td>1 year after verification&nbsp;<\/td><\/tr><tr><td>Transfer credit evaluations&nbsp;<\/td><td>3 years after graduation or last date of attendance&nbsp;<\/td><\/tr><tr><td>Returned diplomas&nbsp;<\/td><td>1 calendar year from conferral date&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n                <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/div>\n\n\n\n<div class=\"purdue-accordion-wrap  purdue-accordion-wrap--small\">\n    <div class=\"section has-none-background has-padding-top-none has-padding-bottom-none\">\n        <div class=\"container\">\n            <div class=\"purdue-accordion\">\n                <h3 class=\"accordion__heading purdue-accordion__title  purdue-accordion__title--small\" id=\"title-a1f1bf40-87b3-49a7-910c-ef55283718a7\">\n                    <button aria-controls=\"content-a1f1bf40-87b3-49a7-910c-ef55283718a7\" aria-expanded=\"false\">Institutional Records\u00a0<\/button>\n                <\/h3>\n                <div class=\"accordion__content purdue-accordion__content\" id=\"content-a1f1bf40-87b3-49a7-910c-ef55283718a7\" hidden aria-hidden=\n                \"true\">\n                    \n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th><strong>Record Type<\/strong><\/th><th><strong>Retention Guideline<\/strong><\/th><\/tr><\/thead><tbody><tr><td>Graduation lists&nbsp;<\/td><td>Permanent&nbsp;<\/td><\/tr><tr><td>Catalogs&nbsp;<\/td><td>Permanent&nbsp;<\/td><\/tr><tr><td>Commencement programs&nbsp;<\/td><td>Permanent&nbsp;<\/td><\/tr><tr><td>Instruction evaluations (by students)&nbsp;<\/td><td>1 semester&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n                <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/div>\n<\/div>\n<\/div>\n\n    <\/div>\n<\/div>\n\n\n<p 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