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Landmark College is committed to effective record retention to meet legal standards, ensure privacy, optimize the use of space, minimize the cost of record retention, and minimize the costs connected with the proper disposal of outdated records.
It therefore sets forth the following record retention schedules by department or division, so that each senior member of that department or division will oversee and enforce compliance within the policy guidelines.
Departments or divisions that maintain college records are responsible for establishing appropriate record retention management practices and each department's director agrees to:
Many records subject to the retention policy contain confidential information (non-public information including but not limited to, name, address, social security number, bank account numbers, financial or financial aid information, student numbers, medical information, etc.). Such records are private and are protected by the family Educational rights and privacy Act (FERPA), the Gramm-Leach-Bliey (GLB) Act, and the Health insurance Probability and Accountability Act (HIPAA). In addition to the retention requirements, any record that contains confidential information must be treated as such.
Disposal and Destruction of Records
Once a year there will be a call to the community to gather the records that have been designated for disposal through an authorized and bonded agent. Each department will complete a detailed list of the material to be disposed of and submit it to the College's Controller. No records will be destroyed unless properly identified. Here is a suggested procedure:
Caution: Periodically review records generated and maintained electronically on the college's drives to ensure that these requirements are met.
Records Retention Schedule
Download the Records Retention Schedule located on the Business Office website under Useful Tools.
Please contact Tom Brown, Human Resources Department, with questions about this policy.
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