Records Retention Policy 219.00
Series: 200 Administrative Services
Cross-Reference: Records Retention Operating Procedure 219.01
Purpose: Johnson County Community College creates and maintains Records every day. The objective of this Records Retention Policy is to establish a system for the control of Records maintained and purged by the College. Proper records management is important to identify and protect vital Records; to minimize costs associated with record storage; to increase business efficiency; to ensure Records are retrievable; to meet the requirements of state and federal laws and regulations; and to purge Records that no longer have administrative, fiscal, legal or historical value.
Definitions: A “Record” is any type of documented or recorded information, regardless of the form in which the information is created or maintained by the College, including but not limited to correspondence, letters, emails, memos, notes, drafts, agreements, reports, policies, procedures, flowcharts, handbooks, plans, personnel records, student records, course catalogues, course curriculum/material, faculty notes, student evaluations, research, writings, drawings, graphs, charts, photographs, and other data compilations from which information can be obtained, and also any and all documents as defined under Rule 34 of the Federal Rules of Civil Procedure.
All Records must be retained, at a minimum, for the time period and in the manner required by applicable state and federal laws and regulations. Records should also be retained for a period of time and in a manner that will reasonably assure availability when needed by the College.
Each Department shall be responsible for establishing and reasonably documenting internal record retention practices in accordance with any Records Retention Procedures as may be established by the President and/or the President’s designee.
All questions about compliance with the Policy shall be directed to the College’s Office of General Counsel.