The mission of the Records Management Department is to provide a systematic, cost-effective approach to the management of all records created, received, and maintained by the College and to ensure those records determined to be of enduring value are preserved and made available for use by authorized users. Most records don’t need to be kept forever and our records management program works with participating departments to ensure that records no longer needed or required to be kept are destroyed according to properly authorized disposition schedules and in a confidential manner.
A retention and disposition schedule is a comprehensive listing of records series (categories) for a department, indicating for each series the length of time it is to be maintained in the office or in the Records Center/Archives, and if and when the series may be destroyed. We work with departments to develop retention and disposition schedules tailored to their particular needs.
The Records Center, with locations in the Trustco Bank Center and Kuhn Hall, provides cost effective, centralized storage for inactive records kept for legal or administrative reasons, but not referenced enough to warrant storage in expensive office space. To assure confidentiality, departments may access only their own records. Access to records of another department requires authorization, in advance, from that department.
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