College Records and Information Management

The College maintains a records and information management program to assist its members to create, maintain, and manage records, and eventually dispose of those records which are no longer needed or valuable to the College. It develops institution-wide schedules that define minimum retention periods and disposition guidelines and incorporate the legal, administrative, audit, and historical values of the records and information.

PURPOSE 

This policy establishes a records and information management program and implementation framework for the College to support efficient administrative processes, ensure compliance with legal requirements, safeguard documents of enduring value, and maintain accountability.

APPLICATION

This policy applies to all units of the College.

RESPONSIBILITIES

  • Personnel: Follow the College retention schedules to manage records. Properly dispose of information that has met the retention period.
  • Units: Retain records according to the retention schedule, forwarding records to the archives when applicable, and properly dispose of information that has met the retention period.

DEFINITIONS

“Archives” shall mean the repository for the College’s valuable historical documents, collections, data, photographs, publications, and websites. It serves as the institutional memory of the College by acquiring and maintaining records of enduring value that chronicle the process of the College’s development.

“Records” shall mean, as defined by the International Organization for Standardization, “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business.” Records can take any form, including but not limited to: written and printed matter, drawings, maps, plans, photographs; microforms; motion picture films, sound and video recordings; and electronic data.

  • “Confidential records” is a classification meaning that due to legal regulations or other compelling concerns, these records must be protected from unauthorized disclosure or transmission.
  • “Drafts and working files” are preliminary versions of records. They may be kept as long as administratively useful, but should normally not be retained longer than the official record copy (except for specific cases such as audit working papers).
  • “Duplicate records” may be created for the convenience of other departments, offices, or employees.
  • “Official records” are in a final form and have been authenticated by the authorized party for business application.

“Retention schedules” shall mean the plans listing the types of records, the retention period for each record type and the reason for retention, and, if applicable, the appropriate mode of disposition (trash/recycle, secure shred, or transfer to archives).

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