Campus Records Management & FOIL

• Record Retention

  Not all records have a retention time period, so review the retention schedules below for more in-depth information. SUNY Office of General Counsel and the N.Y. Archives & Government Services designate the length of time a record is kept due to legal reasons. Holding onto records longer than necessary may cause a host of problems including: legal problems for the campus, storage problems and retrieval delays.

• SUNY Records Retention & Disposition Schedule

  The SUNY Records Retention and Disposition Schedule is a comprehensive listing of the retention schedules organized by topic and sub-topic (which are outlined in the appendices of SUNY Policy 6609). Access the individual schedules at SUNY’s Records Retention and Disposition Schedule.

• General Records Retention Schedule

  This schedule hosted by New York state archives is for common administrative, fiscal, and personnel records of all state agencies. Download the General Schedule.

• Inactive Records

  Inactive records are in paper or electronic formats which are not frequently used. Some inactive records must be stored per the minimum retention timelines in the state retention guides. The Record Management Officer partners with a department representatives as Records Managers to ensure compliance. Periodically Record Mangers will request inactive records be moved to inactive storage. Records are stored in the on campus inactive storage rooms. Annually paper records are securely destroyed per the retention schedule. Some inactive records are permanent and will remain in inactive storage indefinitely. 

• Moving Inactive Records

  To have inactive paper records moved into inactive storage, provide #1 – #5 listed below to Policies [email protected], to have a work order submitted on your behalf.

  1. Pick Up Location (Building, Room Number)
  2. Number of Boxes
  3. Contact Person
  4. Department
  5. Destruction Date or Store Request

  The Record Management Officer has a surplus of empty bankers boxes in storage which can be requested and delivered.

  Departments should maintain an inventory of inactive records sent for storage.

• Record Box Labels
  • Label each box of records: Inventory Box Label
  • Labels should be secured with tape just under the handle.
  • Use standard bankers boxes (15x12x10) as larger boxes cannot be filed property on shelving and are difficult to lift.
  • Labeling a record box legibly and correctly is critical if you want to quickly gain access to your inactive records.
  • Departments are encouraged to maintain a separate inventory of the contents of their inactive records that corresponds to the inventory box label.

  Download the Inventory Box Label

• How to File a FOIL Request

  A person, outside agency or group may request information from SUNY Plattsburgh by completing a request form and then sending the form to the records access officer. The request must reasonably describe the record or records that are being requested. The request shall be as specific as possible, describing as appropriate, dates, titles, files, and designations.

  FOIL Request Form

• After Filing a FOIL Request

  Within five business days of the receipt of the written request, the Freedom of Information Law requires that the records access officer grant or deny access in whole or in part, or if more time is needed, to acknowledge the receipt of the request in writing. The acknowledgement must include an approximate date that indicates when an agency will grant or deny the request. The date must be reasonable under the circumstances of the request, and in most instances, it cannot exceed twenty (20) additional business days. If more than twenty (20) additional business days is needed, the agency must provide an explanation and a date certain within which it will grant or deny the request in whole or in part. That date, too, must be reasonable in consideration of the facts.

• Records Available Under FOIL

  Current lists by subject matter of all records that may be in the possession of the State University of New York, whether or not available under the Freedom of Information Law, are available at the following links:

  • State University of New York Records Retention and Disposition Schedule
  • NY State General Retention and Disposition Schedule for New York State Government Records

  Under the Freedom of Information Law there is a presumption of access. Records (or portions of records) may only be denied if they fall under specific exceptions as outlined in Public Officers Law §87(2).

• Associated Fees

  We may charge up to twenty-five ($0.25) cents per photocopy not in excess of nine by fourteen inches, or in the case of records that cannot be photocopied, the actual cost of reproduction (for example, photographs, computer discs, tape recordings, etc.), unless otherwise prescribed by statute.

  With few exceptions, we cannot charge for search or clerical time. We cannot charge for records transmitted via email.

  Any person has the right to inspect accessible records at no charge. If portions of the records may be withheld, however, the agency is permitted to require payment for redacted copies of records. If portions of electronic records can reasonably be redacted electronically, prior to disclosure, no payment can be required.

• Denied FOIL Requests

  Denial of access will be in writing or by email, stating the reason. Any person, group, or agency who feels that a request has been denied unfairly may appeal within 30 days to:

  FOIL Appeals Office c/o Office of General Counsel The State University of New York H. Carl McCall SUNY Building
  353 Broadway
  Albany, NY 12246.

  A review of the request and the reason(s) for the denial will be made by the FOIL Appeals Officer.

  For more information, see the Committee on Open Government.

Frequently Asked Questions

• How Do I Obtain My Educational Records?

  Official SUNY Plattsburgh transcripts can be requested by the student. SUNY Plattsburgh has appointed Parchment as the designated agent for processing and sending official electronic transcripts on behalf of SUNY Plattsburgh. Parchment has been granted the authority to deliver all such electronic transcript requests on behalf of SUNY Plattsburgh and respond to any inquiries regarding the transactions for the convenience of our students and alumni.

  Learn More About Transcripts

• How Do I Request My Student Health & Counseling Center Records?

  Student health records are protected by FERPA and therefore require a student release of information and sent to the registrar.

  Student Release of Information Form

• When Are Records Destroyed?

  Not all records have a retention time period, so review the retention schedules below for more in-depth information. SUNY Office of General Counsel and the NY Archives & Government Services designate the length of time a record is kept due to legal reasons.

  Learn More About Records Retention