2.3000R Records Storage, Retention, and Disposal

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I. Title of Regulation

Records Storage, Retention and Disposal

II. Objective of Regulation

To effect an efficient records environment at the College in accordance with State, Federal and local law so as to control the storage and disposal of official College records.

III. Authority

Bylaws of the Board of Trustees, Section 1.3034(g)

IV. Regulation Statement

In order to maintain an efficient records environment at the College, it is necessary to establish standards, schedules and procedures governing the storage and disposal of records that insure compliance with applicable State, Federal and local laws, follow sound business practices, and serve the best interests of the College.

To accomplish this, the following procedures and Records Retention Schedule are established concerning the required storage locations, disposal and retention periods of records.

A. Procedures

Holders of Original Records
The Records Retention Schedule will serve as the primary source for defining holders of original records, which will normally be the unit creating the record. There may be limited cases, especially in Personnel and Finance, where a record is so designated under two or more units to ensure back up for especially important records. In such cases, the Vice President, Administrative Services, will define the location of the original and annotate the Schedule accordingly.

Disposal of Original Records
Under no circumstances will an original record be disposed of or destroyed prior to the expiration of the stipulated retention period as set forth in the Records Retention Schedule.

Upon expiration of the retention period, the holder of record will submit the original to the Executive Vice President for Administration, Operations and Information Technology Services. The Executive Vice President will insure expiration of the retention period, consult with College Counsel, if necessary, and review potential historical value with the Executive Assistant to the President and/or the College Archivist.

After such review, the Executive Vice President will rule as to the disposition of the record. If the decision is to dispose of or destroy the record, the Executive Vice President will effect disposal. If the decision is to retain the record for historical value, the record will be forwarded to the appropriate party. Under no circumstances will the holder of an original record effect the actual disposal or destruction of an original record. This function is solely the responsibility of the Executive Vice President for Administration, Operations and Information Technology Services.

Disposal of Copies, Duplicates
Prior to the disposal of any copy or duplicate of a record, a unit head will refer to the Records Retention Schedule to determine the holder of the original and request oral confirmation that the original still resides there. Upon receipt of such confirmation, the unit head may proceed with the disposal of said copy. If confirmation cannot be given, the unit head will then contact the Office of the Executive Vice President for Administration, Operations and Information Technology Services, and request that a search for the original be initiated. If the search is successful, the Executive Vice President will insure that the original is forwarded to the holder of record as defined and so notify the unit head, thereby approving disposal of the copy in question. If the search is unsuccessful, the Executive Vice President will insure that a copy is forwarded to the holder of record for retention as a conditional original and notify the unit head approving or disapproving disposal of the copy.

Questions, Clarifications and Disputes
In cases regarding questions, clarifications or disputes, the Executive Vice President, Administration, Operations and Information Technology Services, will be the sole adjudicator.

B. Records Retention Schedule

See following Records Retention Schedule.

V. Responsibility for Implementation

Executive Vice President for Administration, Operations and Information Technology Services

Approval: President 11/15/79
Effective: 11/15/79
Updated: 2/09

GENERAL RECORDS

*Originals of all such documents will be retained as specified under the unit maintaining control of process.

PRESIDENT’S OFFICE

BOARD OF TRUSTEES

BROOKDALE FOUNDATION TRUST

 BROOKDALE ALUMNI ASSOCIATION

 HUMAN RESOURCES

RESEARCH

 GRANTS AND INSTITUTIONAL DEVELOPMENT

EXECUTIVE VICE PRESIDENT FOR ADMINISTRATION, OPERATIONS
AND INFORMATION TECHNOLOGY SERVICES

DIRECTOR OF ACCOUNTING

ACCOUNTS PAYABLE, GRANTS AND BUDGETS

PAYROLL

ACCOUNTS RECEIVABLE

CAMPUS SERVICES/BOOKSTORE

PURCHASING/COMMON SERVICES

INFORMATION TECHNOLOGIES

PHYSICAL PLANT

SAFETY AND SECURITY

EXECUTIVE VICE PRESIDENT EDUCATIONAL SERVICES

ACADEMIC DIVISION DEANS

BUSINESS AND COMMUNITY DEVELOPMENT

LIBRARY

STUDENT DEVELOPMENT/COUNSELING

FINANCIAL AID

EDUCATIONAL OPPORTUNITY FUND

ADMISSIONS AND RECORDS

TESTING SERVICES

STUDENT ACTIVITIES

HEALTH SERVICES

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