Records Retention (Policy OG-2)

The purpose of this policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed or of no value are discarded at the appropriate time.

Procedure:

Administration

A Records Committee will administer this policy. The committee will consist of representatives from the Fiscal Services, Academic Affairs, College Services, Human Resources, Student Financial Services, Marketing, Registrar, the President’s Office and Information Systems cost centers.

The committee will meet as needed and is authorized to perform the following functions:

  • identify and evaluate which records should be retained;
  • create appropriate procedures and process them through approval channels;
  • publish a retention and disposal schedule that is in compliance with local, state, and federal laws;
  • monitor local, state, and federal laws affecting record retention;
  • annually review the record retention and disposal program;
  • develop a training program for personnel responsible for record storage and maintenance;
  • monitor all departments for compliance with the record retention and disposal program;
  • provide for the conversion to other media where appropriate to the preservation of records.

Applicability

It is recognized that the states of Nebraska and Iowa have adopted the Uniform Photographic Copies of Business and Public Records As Evidence Act and that reproductions of original documents may be just as legally admissible as evidence as the original documents.

Thus, this policy applies to all records generated in the course of the College’s operation, regardless of their media, including original documents and reproductions stored on paper, microfilm/fiche, and computer systems.

Personnel Records

The College will restrict access to personnel records and protect their confidentiality.

Student Records

The College will comply with the Family Education Rights and Privacy Act of 1974 (FERPA) with regards to the appropriate access to student records and the protection of their confidentiality.