Responsibility for Maintenance: Office of the President
Date of most recent changes: April 16, 2012
I. Policy Statement
Onondaga Community College will retain records created in the course of its activities for the periods set forth in this policy.
II. Reason for Policy
This policy is intended to:
- ensure that records are retained as long as needed for administrative, legal and fiscal purposes;
- ensure that state and federal record retention requirements and guidelines are met (including without limitation applicable provisions of the New York State Archives Retention and Disposition Schedule for New York Local Government Records - LGS-1);
- ensure that record series with enduring historical and other research value are identified and retained permanently; and
- encourage and facilitate the systematic disposal of unneeded records.
III. Applicability of the Policy
This policy applies to all departments of the College that maintain any of the types of records as set forth, and should be reviewed by all College personnel having custody of, or responsibility for, the types of records described within the New York State Archives Retention and Disposition Schedule for New York Local Government Records - LGS-1.
IV. Related Documents
- New York State Archives Retention and Disposition Schedule for New York Local Government Records - LGS-1
- Onondaga Community College Policy C1 Compliance with the Family Educational Rights And Privacy Act (The “Buckley Amendment”)
V. Contacts
|
Subject |
Office Name |
Telephone Number |
Email/URL |
|---|---|---|---|
|
General Information Regarding Record Retention Requirements |
Office of the President |
(315) 498-2214 |
VI. Definitions
|
Term |
Definition |
|---|---|
|
FERPA |
The Federal Family Educational Rights and Privacy Act, as amended. |
|
SARA |
The New York State Archives and Records Administration |
VII. Procedures
Records will be retained by the College in accordance with the New York State Archives Retention and Disposition Schedule for New York Local Government Records - LGS-1. Except where indicated to the contrary, retention periods run from the date of completion of the record. The retention periods pertain to the information contained in records, regardless of physical form or characteristic (paper, microfilm, computer disk or tape, or other medium).
Approved by OCC Board of Trustees April 3, 2006
Updated and approved by the President April 16, 2012