File Retention Chart (updated December 2020)

These suggestions apply to both electronic and paper files, including emails. High-risk confidential information should be securely shredded prior to disposing. More information can be found on Harvard’s General Records Schedule: https://grs.harvard.edu/home Common Types of Files How Long to Keep Then… Brochures 1 year after publication. Transfer to Archives 1 copy of each paper publication or 2 if less than 25 pages. Calendars Until administrative use ceases. Dispose. appointment books, desk calendars, and on-line calendar data

Civil Legal Case File 6 years, unless a longer period is Dispose. specified by Mass. R. Prof. C. 1.15A Conference materials 5 years after event. Transfer to Archives if sponsored program descriptions, promotional materials, reports, programs, by office. Dispose if attendee. brochures, announcements, attendance lists, conference proceedings or minutes, and summary evaluations Course Evaluations 3 years after end of academic year. Contact Library evaluations by students of courses and teachers Special Collections. Course Materials 5 years after end of academic year. Contact Law School Library course proposals and descriptions, syllabi or requirements outlines, Special Collections. examination schedules, evaluation and grading criteria, reading lists, handouts (but not source books), assignment descriptions, lecture titles and dates, examination questions Criminal Legal Case File 10 years, unless a longer period is Dispose specified by Mass. R. Prof. C. 1.15A Faculty Biographical Records After separation. Transfer to Archives. curriculum vitae, biographical articles, photographs, clippings, and related correspondence

How Long to Keep Then… Faculty Papers 5 years after separation or anytime. Contact Law School Library correspondence, writings, lecture notes and tapes, research data, Special Collections. laboratory notebooks, professional associations and organizations, and letters of recommendation HR: Staff Records 6 years after separation. If of a Dean or Director, send to Archives. If not, dispose. HR: Hire/Search Committees 3 years after end of search. Dispose. Meeting Notes 3 years after creation. Contact Archives. Law Student Info 7 years after graduation. Transfer to University Archives. evaluations of the student, applications, Administrative Board records, grade reports, registration forms, recommendations, tutorial reports, withdrawal forms, transcript requests, transcripts, requests for access to student records, and related correspondence

Until administrative use ceases. Dispose. Letter from the Public Requesting Legal Help *Recommended retention is 3 *Any material relating to years. medical records or psychiatric history should be shredded.

Financial Records: Records include invoices, receipts, or other original supporting documentation (e.g. packing slips), web voucher cover pages, petty cash vouchers, petty cash logs, petty cash receipt slips, corporate card monthly statements, PCard settlement system reports (weekly sweep reports), Universal Expense Forms (UEF), Missing Receipt Affidavits, and payment request forms or memos.

Clinics and SPOs are responsible for maintaining original documentation of PCard and petty cash transactions; most other documentation is submitted to the HLS Finance Office and then to Central Administration via the online financial systems.

For Sponsored Accounts: All original documentation not transferred to HLS Finance/Central Administration, retain 7 years after final project account closing unless longer period specified by granting agency. All copies of documentation transferred to HLS Finance/Central Administration, retain 1 year after end of fiscal year then dispose. How Long to Keep Then… General Office Bills/Invoices: Non-Sponsored Acct All original documentation not Dispose. transferred to HLS Finance/Central Administration, retain 4 years after end of fiscal year. All copies of documentation transferred to Central Administration, retain 1 year after end of fiscal year. Travel Reimbursement: Non-Sponsored Acct All original documentation not Dispose. transferred to Central Administration retain 4 years after end of fiscal year. All copies of documentation transferred to Central Administration, retain 1 year after end of fiscal year. Grants to Students 5 years after account reconciliation Dispose. or student separation, whichever period is longer. Budget Preparation For guidelines and submission Transfer to Archives. Guidelines, budget work papers, spreadsheets, internal analysis sheets, letters, after administrative use distribution reports, estimates, expense summaries, final budget ceases. requests, transmittal letters, Variance Reports, Detailed Listings Reports, budget status reports, and budget changes. For all other records, retain 2 years Dispose after creation

Resources:

Records Management Services (RMS) - a unit of the Harvard University Archives, provides guidance to University staff, faculty, and administrators on how to understand their responsibilities for stewarding and managing their records. RMS also works with offices and departments to transfer records of permanent historical and research value to the University Archives. 617-495-5961 [email protected] https://library.harvard.edu/how-to/manage-harvard-university-records#rms

Harvard University Archives - The University's central repository responsible for the permanent institutional memory of the University, including University records and related historical collections. In addition to University records, the Archives collects, preserves, and provides access to other materials that document the history of the Harvard community. 617-495-5961 [email protected] to transfer electronic publications. https://library.harvard.edu/libraries/harvard-university-archives

Harvard Depository Records Center – Paid off-site storage Contact RMS at 617-495-5961 [email protected] https://library.harvard.edu/services-tools/offsite-records-storage

Harvard Law School Historical & Special Collections (for faculty materials) – HSC’s expert staff stewards the Law School’s rich collections by acquiring, cataloging, preserving, sharing, and digitizing materials to maximize their use. We strive to integrate these collections into the life of the Law School and beyond, connecting them with researchers onsite, in the classroom, and around the world. 617-495-4550 [email protected] https://hls.harvard.edu/library/historical-special-collections/

Massachusetts Statewide Records Retention Schedule 06-18 – guidelines for public records, dead letters, and such. https://www.sec.state.ma.us/arc/arcpdf/MA_Statewide_Records_Schedule.pdf

Massachusetts Supreme Judicial Court Rules of Professional Conduct 1.15A: Client files https://www.mass.gov/supreme-judicial-court-rules/rules-of-professional-conduct-rule-115a-client-files