记录保留
校董会政策.12
日期2023年6月
取代: 2007年6月
目的
蒙哥马利县社区学院 (the "College") is committed to maintaining the integrity and security of confidential records and information created, received, maintained and/or stored by the College in the course of carrying out its educational 研究任务. 本记录保留政策(本“政策”)涉及 obligation to secure confidential information from unauthorized or unlawful disclosure. It is intended to reflect federal and state law governing privacy and confidentiality of records, as well as College policies and procedures addressing specific categories 记录和信息.
本政策旨在:
- 定义机密记录;
- Maintain safeguards against the unauthorized or accidental disclosure of confidential 记录;
- Define the required length of time specific documents or records are required to be 维护和储存;
- Define and establish accountability; and
- Define appropriate measures for reasonable care in the disposal of confidential information, including its protection during storage, transportation, handling and 破坏.
政策
The College respects the privacy of its students, faculty, and staff and manages all 记录以保障私隐. 学院遵守适用的法律和良好 business practices for the records that it creates, receives, maintains and stores.
机密档案
以下类型的记录被视为“机密”:
- Education records as defined by the 家庭教育权利和隐私法 of 1974.
- Individual employment records including records concerning hiring, appointment, promotion, tenure, salary, performance, termination and other circumstances of employment.
- Records that include "protected health information" as defined by the Health Insurance 经修订的《bt365体育备用网站》(“HIPAA”).
- 受合同限制使用的记录.
- All administrative records of the College, with certain exceptions, such as those 哪些必须依法开放.
- 可能使学院面临法律责任的记录.
If there is any doubt as to whether a record is a Confidential Record, the user should 除非另有指示，否则将记录视为机密.
防止未经授权或意外披露的保障措施
Until the records are properly disposed of, each Department is accountable for securing the access to and the maintenance and disposal of its records regardless of the records’ 格式和/或位置. 每个部门都有责任确保员工， and others, are only granted access to Confidential information essential to the performance 他们的职责. 此外，各部门必须确保获准进入的人员 trained and undertake reasonable safeguards to protect the Confidential information. The President shall appoint a Custodian to be responsible for ensuring each Department 遵守本政策的要求.
记录的储存和处理
The Department 原产地 may secure and store records in its office, so long as the records are authorized for 破坏 and disposal in accordance with the College's 记录保留时间表.
Maintenance and disposition of records created, retained, or stored in electronic 格式处理应与传统记录相同. 除非留存率 otherwise required by law, paper records that are scanned into a secure digital record 格式可以立即通过粉碎处理. 生成的数字文件必须 be maintained and updated, as necessary, by the Department to ensure retention as 本保单要求. 各部门应授权储存、销毁、 and disposal of records under its purview based on the guidelines set forth in the 学院的记录保留时间表. 在此之前，所有文件将被妥善粉碎 来处理.
记录保留时间表
学院的 记录保留时间表 is a guideline that sets forth the length of time that records shall be retained. The 时间表 is intended to cover all College records for which there is a legal, 法规或管理层保留要求.
The Custodian should be notified of any records not covered by the 记录保留 时间表. The Custodian will determine, in consultation with the College’s legal counsel, whether to destroy the records in question or add those records to the 记录保留 时间表.
重复的记录应尽早销毁和处理.
Suspension of 记录保留时间表 in the Event of a Claim, Lawsuit, Government 调查、传票、传票或其他正在进行的事项
Upon service of legal process (subpoena, summons or the like), or upon learning of an investigation or audit, or if a claim is made, whether formal or informal, or a dispute arises, the Record Retention 时间表 shall be suspended and records related to the legal process, claim, dispute, investigation or audit should not be destroyed, 等待问题的解决.
延长保留期
Records which are retained beyond the guidelines outlined in the 记录保留 附表将按照本政策处理.
破坏授权
College records which have passed through the active phase of their life cycle and are no longer needed in their office 原产地 for the day-to-day operation of that 办公室可以由办公室工作人员识别. 当这些记录得出结论时 of their retention period, the office 原产地 will initiate the process for the 记录的销毁和处理.
Upon reaching the prescribed timeframe as outlined in the 记录保留时间表, or any extension thereto, the 破坏 of records shall be authorized by the senior 原产地司的官员. 销毁和处理记录的要求可以 由高级官员发起.
销毁记录
A 破坏 record is an inventory describing and documenting those records, in all formats, authorized for 破坏, as well as the date, agent, and method of 破坏. 销毁记录本身不得包含任何保密信息. It is anticipated that a copy of the 破坏 record shall be retained in the office 原产地. 销毁记录可以以纸张、数字或其他格式保存.
违反本政策的行为
违反本政策的行为将受到严肃处理. 员工未能遵守规定 违反本政策可能导致纪律处分，直至并包括解雇. 学生 workers employed by the College who violate this 政策 may be terminated from their jobs and may also face discipline in accordance with the 学生行为准则. Others covered by this 政策 may lose the opportunity to contract with, volunteer 或以其他方式为书院提供服务. 视情况而定， violations may also subject the violator to criminal or civil prosecution under federal 或者州法律.