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Records Management

IM Information Management

Record Code

Record Series / Activity

Description / Scope Notes

Examples of Record Types

Retention Period 

Final Disposition

Office of Primary Responsibility (OPR)

Privacy Considerations (Y / N)

IM-01

Data Management

Records related to statistical data of the institution and applies to all data assets produced or used by the institution (excluding data management policies and procedures - see AD-01). Includes all records pertaining to managing the quality, knowledge, accessibility and security of all institutional data.

Data Definitions | Data Cookbook | Degree Statistics | Enrollment Statistics | Grade Statistics | Racial/Ethnic Statistics | Library Circulation Statistics | Student Success Workshop Statistics | Peer Tutoring Statistics | Survey Data

Permanent

Permanent retention

Institutional Research and Planning (Director)

Y

IM-02

Records Management

Records related to the  institution's records management activities and relates to all records assets produced or used by the institution (excluding records management policies and procedures - see AD-01).

File Lists | Record inventory Reports | Record Transmittal Forms | Record Retrieval Requests and Receipts | Record Shipping Documents | Destruction  Reports | Certificates of Destruction | Destruction Eligibility Reports | Inventory of Destroyed Records

7 years

Selective retention by archives

Library Services (Manager / Document and Archives Librarian)

N

IM-03

Archives Management

Records related to the management and usage of the institution's records and information of permanent historical value,  including archival and manuscript materials donated by external parties as well as internal records of the institution  

Acquisitions | Accessioning | Arrangement and Description | Requests | Shelf and Box Lists | Preservation | Outreach and Awareness

Permanent

Permanent retention

Library Services (Manager / Document and Archives Librarian)

Y

IM-04

Library Management

Records related to the management and usage of the institution's library resources in both paper and electronic formats

Collections Development | Information Literacy | Reference Services | Circulation | Serials | Catalogueuing | Requests | Borrowing

 5 years

Destruction

Library Services (Manager)

Y

IM-05

Access and Privacy

Records related to rights of access to and disclosure of personally identifiable information as mandated by data protection / privacy laws, regulations and policies

FIPPA Requests | Privacy Issues | Requests | Consents and Waivers for Disclosure / Nondisclosure

Until Disclosed Record Is No Longer Maintained

Destruction

Shared

Y