Record Code
|
Record Series / Activity
|
Description / Scope Notes
|
Examples of Record Types
|
Retention Period
|
Final Disposition
|
Office of Primary Responsibility (OPR)
|
Privacy Considerations (Y / N)
|
|
IM-01
|
Data Management
|
Records related to statistical data of the institution and applies to all data assets produced or used by the institution (excluding data management policies and procedures - see AD-01). Includes all records pertaining to managing the quality, knowledge, accessibility and security of all institutional data.
|
Data Definitions | Data Cookbook | Degree Statistics | Enrollment Statistics | Grade Statistics | Racial/Ethnic Statistics | Library Circulation Statistics | Student Success Workshop Statistics | Peer Tutoring Statistics | Survey Data
|
Permanent
|
Permanent retention
|
Institutional Research and Planning (Director)
|
Y
|
|
IM-02
|
Records Management
|
Records related to the institution's records management activities and relates to all records assets produced or used by the institution (excluding records management policies and procedures - see AD-01).
|
File Lists | Record inventory Reports | Record Transmittal Forms | Record Retrieval Requests and Receipts | Record Shipping Documents | Destruction Reports | Certificates of Destruction | Destruction Eligibility Reports | Inventory of Destroyed Records
|
7 years
|
Selective retention by archives
|
Library Services (Manager / Document and Archives Librarian)
|
N
|
|
IM-03
|
Archives Management
|
Records related to the management and usage of the institution's records and information of permanent historical value, including archival and manuscript materials donated by external parties as well as internal records of the institution
|
Acquisitions | Accessioning | Arrangement and Description | Requests | Shelf and Box Lists | Preservation | Outreach and Awareness
|
Permanent
|
Permanent retention
|
Library Services (Manager / Document and Archives Librarian)
|
Y
|
|
IM-04
|
Library Management
|
Records related to the management and usage of the institution's library resources in both paper and electronic formats
|
Collections Development | Information Literacy | Reference Services | Circulation | Serials | Catalogueuing | Requests | Borrowing
|
5 years
|
Destruction
|
Library Services (Manager)
|
Y
|
|
IM-05
|
Access and Privacy
|
Records related to rights of access to and disclosure of personally identifiable information as mandated by data protection / privacy laws, regulations and policies
|
FIPPA Requests | Privacy Issues | Requests | Consents and Waivers for Disclosure / Nondisclosure
|
Until Disclosed Record Is No Longer Maintained
|
Destruction
|
Shared
|
Y
|
