政策

The 记录s Management Program includes all records maintained by 科罗拉多大学 教师, 学生, 和工作人员. The program also applies to others who may have access to 科罗拉多大学 records through affiliation with the college as volunteers, 书院受托人, 第三方管理员, 承包商, 或者以其他身份. 记录 retention and disposition guidance stated in this policy shall apply to all record formats whether paper or electronic (email, 电子表格, 数据库, 影像或经文字处理的文件).  适当的, this policy shall incorporate existing policies and procedures related to the management of records on campus.

授权/行政责任

The President of the College delegates administration of the college’s 记录s Management Program to the AVP of Institutional Planning & 有效性.  以该代表团为基础，机构规划副署长 & 有效性负责监督质量, 一致性, 以及学院相关记录程序的有效性. 这一监督包括(a)保留当前记录的期望, especially as related to external requirements (b) communicating those expectations to the appropriate parties (c) establishing and maintaining filing standards for records (d) authorizing and monitoring disposition of records (e) performing other records management duties as assigned.

机构档案的拥有权

所有的记录, 创建, 收到了, 或由赌博正规的十大网站在其运作和活动过程中使用, 无论物理位置如何, 是赌博正规的十大网站的财产吗.

查阅纪录

记录s should be easily retrievable by those authorized to access them and they should be in a readable format. For example, electronic records should not become unusable due to changes in technology. 随着记录格式走向过时, the college should identify records that could be adversely affected and transition them to a more suitable format. Alternatively, the college could retain the equipment necessary to accommodate the obsolete format.

Electronic records and paper records should not be rendered unusable due to deterioration.

记录s procedures should include protocols that ensure that labeling conventions are consistent in order to support timely retrieval by those authorized to retrieve them.

文档成像

Any efficiency gained through document imaging should not be realized at the expense of document integrity (legibility). 程序 must ensure adequate indexing, storage, and retrieval of imaged documents.

记录保留的差异

如果一个记录有多于一个的保留要求, 保留期限以较长者为准.

维护

记录s should be stored and safeguarded with a level of security commensurate with the sensitivity of the information contained in the record. This effort to mitigate the risk of inappropriate access should be accompanied by comparable efforts to protect records from physical damage due to fire, 水, 或者自然灾害.

诉讼、索赔或其他不可预见的事件

记录 disposition shall be suspended (placed on hold) in the event of anticipated or ongoing investigation or legal proceeding conducted by or on behalf of:

- federal, state, or local government agencies (inclusive of tax, regulatory, and law enforcement);

- civil and criminal courts; or

-内部调查、审核或评审.

——或者在法律顾问的指导下

性格- - - - - -

At the end of the retention period, records that have not been placed on hold should be destroyed. Care should be taken that disposition is aligned in instances where the college has retained the same record in multiple formats: paper and electronic. Also, the method of 破坏 should be commensurate with the record’s level of sensitivity.    

 灾难恢复/业务连续性

记录的风险包括自然灾害(洪水), fire); building fault (leaks, faulty sprinkler system); computer threats (viruses, hackers); human error (accidental deletion, 破坏, or damage); and crime (theft, 破坏). Identification and implementation of internal controls adequate to address the likelihood and the magnitude of these risks should be identified by the college’s emergency preparedness team in conjunction with the college’s Internal Auditor.

程序

没有一个

定义

活动记录 -支持部门当前业务活动所需的记录, 部门, 或其他支持机构目的的组织团体. 

档案记录 – 记录s that provide evidential documentation of the history of the College or that provide information on persons, 的地方, 与学院有关的事情和事件.

数据分类 -一种将记录按敏感程度分类的方法. 这些分类有助于适当地查阅和使用记录.

• 敏感的: Protection of the record is required by state and/or federal law or by 科罗拉多大学 policy; classified as 敏感的, 但要实现赌博正规的十大网站的使命就必须, 具体和有限, 教师, 员工或学生工作者可以访问;
• 机密的:一般不对公众开放的;
• 公众:向公众开放.

活动记录 —已过活动周期的记录, 然而，他们将被保留到规定的保留期限的剩余时间.

机构的记录 -机构记录包括, 但不限于:官方财务记录, 雇佣和工资记录, 学习成绩, 医疗记录, 以及其他与学院运作有关的记录.

诉讼举行 – The law requires the college to place a “hold” on certain documents in the event of threatened or impending litigation, 或者某些类型的调查或审计. The appropriate cabinet member will notify you when a hold must be implemented and the requirements of the hold.  当这种情况发生时, 遵照等待指示, 你必须立即停止销毁被扣押的任何记录, 包括可能在自动销毁时间表上的记录.  要仔细审查和了解任何hold的范围, 适用于的文件, 以及它可能影响的个人.  Please contact the appropriate cabinet member to discuss any questions or concerns you may have in connection with a hold.

记录 – Information (in any form) 收到了 or 创建 by the college to transact business or to conduct its affairs.

停留时间 – The minimum required length of time that a record is retained by the College in an accessible format.