Records Management & Retention

Understand the guidelines for how long departments, faculty and staff should maintain records.

Departmental Records: At the Discretion of the Department

Each department is responsible for determining how long to retain its records. The Office of the Registrar recommends following the guidelines set by SUNY and the American Association of Collegiate Registrars and Admissions Officers (AACRAO). However, we recognize that storage space may be limited.

If you have any questions or concerns, please contact the Office of the Registrar.

Contact the Office of the Registrar

Faculty Records and Documentation: Recommended at Least One Year

It is at the discretion of the faculty member to determine how long to retain these records, such as papers, tests, submitted work, etc. The Office of the Registrar recommends that faculty follow the SUNY and AACRAO guidelines as well, but more strongly suggests that faculty keep records for a minimum of one year after a student has completed their course. This is because students have the right to petition for a grade up to one year after completing it. If you have any questions or concerns regarding this, please contact the Office of the Registrar.

Guidelines and Policies

SUNY - Retention of Records (2011): Student Academic Records
Document Recommended Minimal Retention Time
Student permanent academic record PERMANENT
Withdrawal authorizations, graduation, Social Security certification, student roster and attendance verification records such as class roster, or final grade listing and student schedule 6 years
Dismissals 6 years after graduation or date of last attendance
Change in Social Security number 3 years
Name and/or sex change authorization 5 years after graduation or last date of attendance
Application for graduation 1 year
Unclaimed diplomas 1 year
Transcripts (high school) for applicants who enroll 6 years after graduation or date of last attendance
Records of international students who enroll (1-20 etc.) 3 years after graduation or date of last attendance

Revised and Amended Grade Retention Policies (2014)

Per Faculty Senate policies promulgated by the president of the university, faculty are required to retain course records as follows.

Maintain Records of All Graded assignments and assessments used in determining student grades:

  • Fall: Dec. 31 of the following year.
  • Winter: Jan. 31 of the following year.
  • Spring: May 31 of the following year.
  • Summer: Aug. 31 of the following year.

Maintain exams, reports and assignments submitted by the student and graded by the instructor, but not returned to the student and used to determine student grades

  • Fall: the following May 31
  • Winter: the following May 31.
  • Spring: the following Dec. 31.
  • Summer: the following Dec. 31.

American Association of Collegiate Registrars and Admissions Officers (AACRAO) - Retention of Records

AACRAO standards can be found in the AACRAO 2013 FERPA Guide, which is housed in the Office of the Registrar for reference.

Admissions Data/Documents for Applicants who Enroll
Document Recommended Minimal Retention Time
Transcripts - other colleges 5 years after graduation or date of last attendance
Transcripts - high school 5 years after graduation or date of last attendance
Registration and Attendance/Academic Progress Records
Document Recommended Minimal Retention Time
Applications for graduation 1 year after graduation or date of last attendance
Audit authorizations 1 year after date submitted
Change of grade forms PERMANENT
Correspondence, relevant 5 years after graduation or date of last attendance
Degree audit records 5 years after graduation or date of last attendance
Foreign/international student forms (1-20, etc.) 5 years after graduation or date of last attendance
Graduation lists PERMANENT
Graduation authorizations 5 years after graduation or date of last attendance
Name change authorizations 5 years after graduation or date of last attendance
Pass/fail requests 1 year after date submitted
Personal data information forms 1 year after graduation or date of last attendance
Transcript requests (student) 1 year after date submitted

Requesting Documents from Student Files

Transcripts Submitted to UB Will Not Be Returned or Forwarded

Transcripts submitted to the University at Buffalo from other institutions for admissions or credit become the property of the University at Buffalo and will not be returned to the student or forwarded to other institutions under any circumstances.

Request Transcripts Directly from the Institution

Students should request transcripts directly from the issuing institution to ensure they have the most current information and comply with all guidelines from the issuing institution.

Student Document Request Form

Students experiencing an extraordinary hardship may request copies of their documents.