AGENCY: Utah Board of Higher Education

SERIES: 82689
TITLE: Financial aids and scholarships files
DATES: ca. 1980-
ARRANGEMENT: none

DESCRIPTION: These computer tapes document financial aid given to students to complete their education. The files include student name, amounts loaned or given, social security number, eligibility information, and other student data.

RETENTION

Retain for 25 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 06/1987

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office until transferred to computer output microfiche and then erase tapes provided this is done immediately.

Microfiche master: Retain in Office for 25 years and then destroy.

Computer magnetic storage media: Retain in Office for 3 years and then erase.

Computer magnetic storage media: Retain in Office until administrative needs end and then erase.

Paper: Retain in Office for 1 month and then transfer to State Records Center. Retain in State Records Center for 299 months and then destroy.

APPRAISAL

Administrative Fiscal Legal

This retention is based on administrative and audit needs, and 34 CFR 682.408 which stipulates that records involving student loans be maintained for five years after the final payment of the loan or five years after the payment of the loan is determined to be uncollectible. 34 CFR 682.401(b)(9) indicates that there is a maximum repayment period of fifteen years after the loan is made. A twenty-five year retention allows for a possible five year deferment and the stipulated five year retention after the loan has been paid in full.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(h)(2008)

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