AGENCY: Board of Regents (Utah). Higher Education Assistance Authority

SERIES: 17505
TITLE: Student loan data base quality reports
DATES: 1991-
ARRANGEMENT: Alphabetical by title, thereunder chronological.

DESCRIPTION: These reports track the history of information maintained in the student loan database. When changes in the types of information occur or the way information is collected and maintained, it must be recorded in the system documentation. Also, when corrections or programming changes take place in the data base they are documented. These reports are used for historical reference regarding the data base and are also helpful when audits are conducted and questions asked about why software programming changes were made. Information includes error detail research which lists specific student loan records and the data errors corrected.

RETENTION

Permanent. Retain for 1 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 12/1996

FORMAT MANAGEMENT

Computer data files: Retain in Office permanently.

Paper: Retain in Office for 1 year and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the reference value the records hold for documenting the student loan electronic system. Records documenting the loans themselves and supportive information are maintained "at least five years after the loan is paid in full or has been determined to be uncollectable" according to 34 CFR 682.414(a)(2) (1992). Included would be "documents required for the exercise of forbearance" under (3)(ii)(G).