R ECORDS M ANAGEMENT R EGULATION
II.08
Policy Reference(s):
President’s Office; General Counsel
Responsible Department(s):
2/4/2016
Approval Date: Revision Date(s):
8/15/2016; 3/3/2020; 4/15/2021; 7/1/2021
In accordance with Board Policy II.08, all College employees are responsible for identifying and routing records that each employee, campus or department creates, uses or disseminates to the official custodian for the record. Custodians for specific records are identified in the Records Retention Schedule. This Regulation sets forth procedures to direct and assist employees to comply with and implement this requirement. Questions regarding retention periods and/or whether a document constitutes a record should be directed to the designated custodian or to the College’s General Counsel. D EFINITIONS The term “record” includes any materials or portions thereof, regardless of physical form or characteristics, made or received in any College department, office or campus in pursuance of law or in connection with the transaction of College business. Records may include—but are not necessarily limited to—memoranda, letters, applications, reporting forms, minutes, agendas, reports, articles, project files, drafts, worksheets, notes or other documents, slides and other presentation materials, computerized data and programs, computer hardcopy printouts, computer related magnetic materials (e.g., computer diskettes and magnetic tapes), digital media, microfilm, microfiche and telecommunicated or electronically transmitted materials such as facsimile, email and other similar electronically transmitted information. Retention periods listed in the Records Retention Schedule apply to records in all forms and formats. The fact that a record is created and stored electronically or digitally rather than on paper has no bearing on its retention status. Unless otherwise so designated, informal materials of transitory utility (e.g., temporary notes of internal meetings, casual or personal email and facsimile transmittal cover sheets) shall not be considered “records” for purposes of this Regulation. “Records Management Committee” refers to the committee designated by, and at the discretion of the College President, which is charged with the responsibility to periodically review and evaluate this Records Management Regulation and the Records Retention Schedule, and to recommend revisions and updates to the same, as needed, to the College President. “Custodian” refers to the senior administrator or their designee in the department or office responsible for the record. C USTODIAN R EQUIREMENTS Custodians are responsible for maintaining, preserving and disposing of records for which they are responsible in accordance with the retention periods specified on the Records Retention Schedule. All records, whether created or stored on electronic systems, must be retrievable and available for the entire retention period listed on the Records Retention Schedule. In this regard, note that the Records
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