|Subject:||Records Management Program||AR#||3.03.014|
|Based on Board Policy:||C-3, Duties and Responsibilities, College President; and Local Government Code, Chapters 201-205|
|Approved by Council/President:||Administrative Services Council|
|Date Approved/Amended:||7/6/1987; amended 6/25/03|
In compliance with Local Government Code, Section 203.005, Records Management Program to be Established, and by Order of the Board of Trustees adopted on December 3, 1990, the College will establish a records management program through a comprehensive system of integrated procedures for the management of records to provide efficient, economical, and effective controls for the creation, distribution, organization, maintenance, use, and disposition of all College records.
College Records – any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, regardless of physical form or characteristic, created or received by the College, any of its officers, or employees in the transaction of business.
Non-Record Material – extra identical copies of documents created for convenience of reference; notes, journals, and similar documents created for the employee's personal convenience; blank forms (unless subject to audit, such as blank checks); stocks of publications; library materials acquired for reference or display; and any records associated with a matter conducted under an alternative dispute resolution procedure in which personnel of the College participated as an impartial third party, or facilitated as the administrator of a dispute resolution.
Vital Records – records that are essential to the resumption or continuation of College operations in an emergency or disaster, and/or to the recreation of the legal or financial status of the College.
Records Control Schedule - document required by State law that identifies the records created and maintained by the College, the retention periods, and other records disposition information that the records management program may require.
Records Custodian - an employee of the College who is responsible for directing and managing the operations of a College unit or department.
The Manager of Institutional Records, by Order of the Board of Trustees, has been designated as the Records Management Officer for the College. In compliance with this Order and the Local Government Records Act, the Records Management Officer will establish standards and procedures for the proper care and secure storage of College records.
College unit/department managers are responsible for the proper and legal management of the records in their custody. To fulfill this responsibility, each College unit/department manager will serve as the Records Custodian for his/her respective area and shall have primary responsibility and accountability for the following duties in support of this Rule:
Record Control Schedule
The Records Management Officer will develop and maintain a records control schedule to identify essential College records. The Records Control Schedule will be consistent with the applicable Texas State Library and Archives Commission Retention Schedules adopted by the College. The College Records Control Schedule shall be binding on all offices and units of the College.
The College will provide a centralized facility for storage of inactive College records. Only records identified on the College Records Control Schedule and determined to be inactive are eligible for storage in the Records Center. The Records Center is not to be used for storage of extra copies of documents, magazines, newspapers, books, or other non-record material.
The Records Management Officer is responsible for the development of effective and efficient records storage and retrieval systems, and for the development of procedures to ensure the continuous transfer of inactive records from offices to storage.
Disposition of Records
College records will be maintained in accordance with the Local Government Code, College rules and procedures, and the College Records Control Schedule. Unauthorized destruction of any record is prohibited.
Local Government Records Act of 1989
Local Government Code, Chapter 205, Electronic Storage of Records
Order Establishing Records Management Program, ACC Board of Trustees
Administrative Procedure 3.03.014, Records Center
Administrative Procedure 3.03.014, Disposition of College Records
|President:||Richard W. Fonté||Date:||07/22/03|