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Records Retention Policy 219.00

Records Retention Policy 219.00
Johnson County Community College
Series: 200 Administrative Services
Section: Records

Cross-Reference: Records Retention Operating Procedure 219.01

Applicability: This Policy applies to all Johnson County Community College (“JCCC” or “the College”) personnel and Records for all JCCC departments.

Purpose: The purpose of this Policy is to establish a system for the control of Records created, maintained, and purged by the College. Proper Records management identifies and protects vital Records; minimizes costs associated with Record storage; increases business efficiency; ensures Records are retrievable; meets the requirements of state and federal laws and regulations; and purges Records that no longer have administrative, fiscal, legal, historical or business value.

Definitions: 

“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, other data compilations from which information can be obtained, and any and all documents as defined under Rule 34 of the Federal Rules of Civil Procedure. 

Statement:

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 reasonably assures availability when needed by the College.

Each department shall be responsible for establishing and reasonably documenting internal record retention practices in accordance with the Records Retention Operating Procedure 219.01 and as may be established by the President or designee.

All questions about compliance with this Policy shall be directed to the College’s Office of General Counsel.

Date of Adoption: 06/20/2013
Revised: 01/21/2021