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Call us:  03 - 7960 0063

Nombor Pendaftaran Institusi : DKU012(P)

 

Data Retention Policy

 

Retention Period
Category Data Type Description of Data Type May Contain:
Financial Data Student Financial Aid Records and information related to the administration of student financial aid
  • Student Aid Report
  • Information Report
  • Application information
  • Borrower eligibility records
  • Student bankruptcy records
  • Disbursement information
  • Reports and supporting data
  • Transaction information
While active + 10 years
Financial Data Student Banking Information Records and information related to student banking accounts Bank statements and account information While active + 10 years

Student bank details – only while current.

Financial Data Employee Payroll Records and information related to compensation paid to and time worked by employees VUC
  • Time cards
  • Earnings records
  • Payroll register
Taxable year + 10 years
Financial Data Employee Banking Records and information related to employee banking Deposit and account information Employee bank details – only while current.
Financial Data Business Revenues Records and information documenting revenues received by VUC including accounts receivable records
  • Accounts receivable
  • Accounts receivable reconciliations
  • Billing records
  • Cash receipts
  • Collection receipts
  • Tuition and fees
Taxable year + 10 years
Financial Data Business Payments Records and information documenting payments made by VUC
  • Accounts payable
  • Accounts payable reconciliations
  • Accounts payable vouchers
Taxable year + 10 years
Financial Data Business Financial Statements Financial statements, reports, and supporting information submitted to government agencies, shareholders, and others by VUC
  • Quarterly and annual financial statements vouchers
  • Work papers and supporting information
Permanent
Financial Data Business Tax Returns Records and information relating to taxes paid by VUC, including, but not limited to, Government tax returns, property tax records, etc.
  • Filing and returns
  • Work papers
Permanent
Financial Data Corporate Banking Records and information related to the banking activities of VUC
  • Reconciliations
  • Statements
Taxable year + 10 years
Financial Data Ledgers & Journals General and subsidiary ledgers, journals and entries and supporting documentation
  • General ledger
  • Subsidiary ledgers
  • Reconciliations
  • Journals and journal entries
  • Supporting documentation
Permanent
Financial Data External Financing Records and information related to financing efforts undertaken by VUC and the application, issuance, and management of loans Letters of credit Permanent
Financial Data Fixed Assets Records and information related to the purchase, sale, and improvement of real property and equipment by VUC

[Excludes legal records related to purchase, sale or use of real property]

  • Amortization records
  • Authorization for capital expenditures
  • Depreciation schedules
  • Fixed asset ledgers
Records relating to real property – duration of ownership + 15 years.
Financial Data General Records and information related to general accounting and finance functions not covered in other categories Budgets and forecasts While active + 10 years
Human Resources Data Personnel Files & Related Records All records and information related to employees, including temporary employees, of VUC, including basic information (i.e., name, address, national identification numbers), application records, job history (e.g., promotion, demotion, transfer, etc.), disciplinary records, documents signed by employee, health records and training documentation Personnel Files:

  • Recruiting and screening documents (e.g., applications, resumes, transcripts)
  • Records relating to job offers / promotion / demotion / transfer / layoff / compensation
  • Education and training records
  • Publications
  • Certifications
  • Letters of recognition
  • Grievance and disciplinary records
  • Performance evaluations
  • Termination records

Other Records:

  • Employee Medical records
  • Injury-related records (e.g., workers compensation claims)
  • Leaves of absence
  • Employment eligibility /identity verification / work authorization
  • Immigration records
  • Background checks
  • Drug test records
  • Discrimination complaints
Termination + 7 years
Human Resources Data Employee Benefit Records Records and information related to employee enrollment in benefit plans offered by VUC, including beneficiary information
  • Enrollment records
  • Beneficiary information and forms
Termination + 7 years
Pension scheme records – Termination + 7 years
Human Resources Data Benefit Plan, Administration & Claims Records Records and information relating to benefit plans and employee claims for benefits
  • Plan descriptions and summaries
  • Vendor records
  • Reporting
  • Communications to employees
  • Claims
  • Accident reports
  • Dispute and appeals records
While active + 7 years
Pension scheme records – Termination + 7 years
General Records and information related to Human Resources functions not covered in other categories
  • Training
  • Job descriptions
  • Recruitment and selection records (e.g., search committee records, advertisements, candidate lists and correspondence)
  • Compensation planning
While active + 7 years
Legal Data Contracts Contracts and related work product and correspondence, including materials generated in the contract drafting and approval process
  • Master services agreements
  • Financing agreements
  • Settlement agreements
  • Labor and employment agreements
  • Professional services contracts
  • Non-Disclosure agreements
  • Vendor contracts
  • IP licensing agreements
  • Correspondence
Date of termination or expiration + 7 years
Legal Data Company Records Records and information documenting the formation, structure and corporate governance of VUC
  • Corporate formation documents (e.g., articles of incorporation, bylaws, amendments)
  • Merger, acquisition and divestiture records
  • Board records (including meeting records)
  • Shareholder records
Permanent
Legal Data Litigation, Regulatory Investigations & Legal Disputes Records and information related to pending or anticipated litigation, regulatory investigations or other legal disputes in which VUC is involved
  • Pleadings Discovery
  • Materials Legal
  • Research
  • Correspondence
Closure + 7years
Legal Data Intellectual Property Records and information related to intellectual property, including trademarks and service marks, copyright, and patents, owned and used by VUC
  • Trademark filings
  • Internet domain name registrations
  • Copyright registrations
  • Patent filings and prosecution materials
  • Correspondence
Permanent
Legal Data Real Property Records Records and information related to real property owned by VUC
  • Deeds
  • Permits
  • Surveys
  • Title policies
  • Leases, licenses and amendments
  • Correspondence
Permanent
Legal Data Insurance Records Records and information related to insurance policies held by VUC including claims records.
  • Policy documentation
  • Amendments and riders
  • Certificates
  • Claims
  • Settlement records
Closure + 7 years
Legal Data Regulatory Records Records and information related to compliance with regulatory obligations
  • Regulatory filings
  • Licenses and permit
  • Reports
  • Correspondence
  • Lobbying records
Permanent
Legal Data Compliance Records Records and information documenting compliance with company policies and procedures and industry standards Company policies and procedures, privacy program records, including:

  • Complaints
  • Ethics hotline
  • Internal investigation records
While active + 6 years
Marketing & Advertising Data General Records and information related to marketing, advertising and recruitment activities undertaken by VUC
  • Market research
  • Marketing materials
  • Advertising campaign records
  • Advertisements publications
  • Lead generation / prospect records
  • Publicity and public relations records
  • Telemarketing records
While active + 5 years
Academic Data Student Grades, Courses, attendance, etc. Records and information related to students’ academic history and performance maintained by VUC
  • Transfer credit information
  • Advisement records
  • Grade appeal/change records
  • Degree audit records
  • Class schedules/lists
  • Withdrawal/cancellation records
  • Athletics participation information
  • Loan Transcripts
  • Records for Health/Professional Education
  • Programs:
    • Licensing records
    • Performance evaluations
    • Clerkship/clinical practice information (e.g., applications, agreements, placement) Training
While active + 6 years (limitation period for claims arising from contract)
Academic Data Courses and Faculty Records and information related to course content, enrollment and evaluations.
Excludes faculty personnel records.
  • Curriculum development records
  • Course schedules
  • Course descriptions
  • Enrollment lists Evaluations
While active + 6 years
Academic Data Student Transcripts & Conduct Records Records and information related to students’ academic history and performance to be maintained permanently by VUC
  • Transcripts
  • Conduct records (e.g., disciplinary actions, suspension/expulsion)
Permanent
Academic Data Admission Records (Non-Enrolled) Records and information related to admission of students to VUC
  • Applications Correspondence
  • Immigration documentation
  • Employment authorization records
  • Medical records
  • Examination scores (e.g., entrance, placement, etc.)
  • Transcripts from other institutions
While active + 6 years (Limitation period for claims arising from contract)
Academic Data Admission Records (Enrolled) Records and information related to admission of students to VUC
  • Applications Correspondence
  • Immigration documentation
  • Employment authorization records
  • Medical records
  • Examination scores (e.g., entrance, placement, etc.)
  • Transcripts from other institutions
While active + 6 years
Academic Data Administration Records and information related to administration of VUC
    Accreditation Records:

  • Applications
  • Evaluations
  • Reports (external reviewer, self-study)
  • Recommendations
    Federal Disclosure Records:

  • Athletic participation
  • Graduation/completion/transfer rates
  • Higher Education Opportunity Act reports
  • Institutional information (e.g., cost of attendance)
  • Transfer credit policy
  • Campus safety information
While active + 6 years
Facilities Data General Records and information related to the design, construction, management and maintenance of facilities owned and used by VUC
  • Accident/Incident Reports
  • Security records
  • Fire Safety Records
  • Equipment/Machinery Records
  • Site Records (e.g., facility blueprints, drawings, and records pertaining to capital projects / improvements to department facilities)
  • Health & Safety Records
  • Inspections & Permits
  • Student housing records
  • Food service records
While active + 15 years
Audit Data Internal Audit Reports Records and information related to internal audits and examinations conducted by VUC
  • Information requests
  • Reports/li>
  • Remediation plans
  • Work papers
  • Presentations
  • Correspondence
Current year + 7 years
Audit Data External Audit Reports Records and information related to audits of VUC conducted by third parties including government agencies
  • Information requests
  • Reports/li>
  • Remediation plans
  • Work papers
  • Presentations
  • Correspondence
Current year + 7 years
Information Technology Data General Records and information related to the provision of information technology services to VUC
  • Business Continuity and Disaster Recovery
  • Planning/li>
  • Security incident response
  • System and network documentation
  • Run books & Schematics
  • Test specifications
  • Asset Inventory
  • Maintenance, Service & Support Records
While active + 10 years
Administrative Data General Records and information related to the operation of VUC not covered by other categories
  • Correspondence
  • Reports
  • Meeting Minutes
  • Memoranda
  • Calendars
  • Events records
  • Project files
  • Strategic plans
While active + 1 years