Records Retention and Management Policy
Provides guidelines and mandates for the systematic control of records from creation to final disposition.
|Policy Number||Policy Owner|
- 1.0 Purpose
- 2.0 Revision History
- 3.0 Units and Persons Affected
It is the responsibility of the State University of New York to comply with state and federal mandates. The College is committed to meeting its administrative, fiscal, legal, and historical obligations by systematically managing the records created in the course of the College’s academic and administrative operations.
The management of records includes appropriate practices for organizing records, securing confidential or sensitive information contained within records, effective archiving of records determined to have permanent or enduring value, and proper destruction of records deemed to have no permanent or enduring value once operational needs have been met and no legal considerations require retention.
The Records Management Officer is responsible for developing and administering a Records Management Program for the systematic control of records at the College. The Records Management Officer will provide information, training, and support to the campus in all areas of identifying, managing, retaining, securing and destroying official College records in accordance with the program. Additionally, the Records Management Officer will work with SUNY Legal Counsel to preserve documents which may be relevant to current or future litigation. All College employees shall assist the Records Management Officer in the enactment and maintenance of such litigation holds.
The Records Management Officer has a shared responsibility with Departmental Records Management Coordinators across campus to systematically control the records of the College from their creation to their final disposition.
Implementation of this policy will assist the College in meeting its operational and legal obligations and in preserving its historical records. Further, the College will benefit from the increased organizational efficiency that implementation of this policy will provide. This policy and relevant materials developed as part of the Records Management Program will be made available to the College community for their ongoing reference.
The College Records Retention Management Policy will comply with the SUNY Records Retention and Disposition Schedule and/or the New York Archives General Schedule. The SUNY Records Retention schedule holds precedence over other record schedules, unless there are Federal mandates.
If a record is not found in this schedule, the record’s retention period may be found in the General Record Retention and Disposition for New York State Government Records (2008) schedule for complying with legal, fiscal, and administrative requirements for records retention and provides advice on cost-effective management of records commonly found in all State entities. The schedule provides legal authorization to dispose of common records on a regularly scheduled basis. This policy applies to all records created at the College. Records created by employees of the College acting within the scope of their employment or in an official capacity are the property of the College.
General Record Retention and Disposition Schedule guidelines are available on-line at: http://www.archives.nysed.gov/a/records/mr_pub_genschedule.shtml
The Records Management Officer will work with College offices and departments to explain the records retention schedules appropriate to each office’s circumstances for the preservation or disposition of official College records. The Records Management Officer, in consultation with Special Collections, will also develop a process for determining which College records have permanent or enduring value. Records deemed to be of permanent or enduring value will be transferred to the Special Collections Unit.
Electronic records of permanent or enduring value will be archived in a way that appears best to allow future accessibility of their content. Routine data backup is not a substitute for the archiving of electronic records that have permanent or enduring value.
- 5.0 Definitions
- 6.0 Responsibilities
- 7.0 Procedures
- 8.0 Forms
- 9.0 Appendix
- 10.0 Distribution and Training
For additional information about this policy, please contact the Policy Owner listed above.