UWC-Records Commission Minutes
June 9, 2008

Members Present: Stephen Midkiff, Gina Cistone, Susan Montavon, Mark Moore (for Brenda Smith and Jonica Burke), Connie Salyers Stoner, Sherri Powell, Jennifer Bailey, Debbie Weber and Marcia Tackett.

This is the last meeting of the Records Commission for the 2007-08 academic year and Dr. Midkiff’s last meeting as chair as he retires at the end of this month. He mentioned that the decision as to where the Records Inventory will be housed is still somewhat up in the air. It could be moved back to the Office of the Registrar, to the University’s attorney’s office (he has previous experience with Records Inventory), or it might remain with the Office of Institutional Research & Assessment. This is a decision made at the presidential level.

The new Records Retention guidelines were distributed and it was noted that new sections on transient materials (email, etc.) and video recordings (security footage, etc.) have been added. This section will need to be addressed with everyone when Steve’s successor is named. The Records Inventory has been updated and placed out on the web. Each Commission member should review his/her area for retention period and notes.

A reminder was issued that records should only be destroyed after receiving approval by the Records Commission director. Those requesting that records be destroyed should send an email or complete the electronic forms available from the Office of Institutional Research & Assessment. Steve noted that review of the span dates and retention periods is crucial. It is just as important to destroy the materials in a timely manner as it is to keep the materials that are required to be kept. Records Commission can change the retention period of records different from the guidelines with justification when necessary. Please feel free to call on your fellow Records Commission folks for help if there are questions.

A question was asked about duplicate records kept by offices. Duplicate records are kept for the individual’s convenience and not for official purposes. Copies kept for your convenience are not necessarily your “records” to be listed on the inventory. Records should not be kept beyond their retention period. If there are questions, Steve can be reached until the end of June at the SSU email address and he will forward an email with his retirement email address for future questions. He expects a decision will be made later on this summer for who will become responsible for the Records Inventory.

Steve ended the meeting by expressing his enjoyment in working with the members of the Records Commission, but added that he is glad to pass it on to someone else!

Meeting adjourned.
 

UWC-Records Commission Minutes
January 30, 2008
 

Members Present: Jonica Burke, Brenda Smith, Donna Thompson, Kim Mitchell, Sherri Powell,
Carl Priode, Steve Midkiff – Chair

The Commission reviewed the status of departmental submissions of the Records Inventory
update. While most departments have submitted at least a partial inventory, many are still
working on the task. The Chairperson is contacting the delinquent areas and offering technical
assistance.

In its only official action, the Commission unanimously approved (on a motion by the Chair
and seconded by Carl Priode) three additions to the Records Retention For Public Colleges and
Universities: A Manual. The Manual is, by Board of Trustees Policy, the official guide to records
retention at SSU. These additions were suggested by Mr. Marc Cardinalli, Special Assistant to
the President.

The approved record types and retention periods follow:

ADM4010: “Video or other electronic recordings (digital and/or nondigital formats) including,
but not limited to, surveillance recordings. E-mail and voice mail are specifically excluded from
this definition and are included under other appropriate headings.” Official retention: 30 days
from time of recording then destroyed unless otherwise requested by appropriate office.

ADM9920: “Transient records” All informal and/or temporary messages (including but not
limited to e-mail and voice mail) and all notes and drafts used in the production of public
records by any SSU employee. Transient material also includes anonymous, unsigned and/or
unsolicited written or electronic materials, including but not limited to anonymous student
complaints, anonymous writings from individuals inside or outside the institution and voice
mail messages. Official retention: Retain until no longer of administrative value, then destroy.

ADM9930: “Records not otherwise set forth in the SSU Records Retention Policy”; all records
not otherwise listed specifically within the SSU Records Retention Schedule or cannot otherwise
be categorized. Official retention: 6 months then destroyed unless otherwise requested by
appropriate office. If any such record is requested to be maintained and not destroyed, the
requesting office shall establish a reasonable records retention period for the record.

Submitted by Stephen J. Midkiff, Chair
1-30-2008

UWC- Records Commission  Committee Minutes
December 11, 2007

Members present: Brenda Smith, Kim Mitchell, Sheri Powell, Donna Thompson, Carl Hilgarth (met later with Steve) and Steve Midkiff

The meeting was called to order at approximately 9:40 a.m. A review of Commission membership was the first order of business. I was apparent that Dr. Morris had added a few members to the Commission as the new members had not been informed of the meeting. Another meeting in early-to-mid January will be scheduled to bring the new members up to speed.

The recent inventory (last summer) update was discussed noting that there were several departments that did not submit their inventory or failed to properly record their records. These departments will be contacted by Steve in the next few days and asked to comply with the request to submit their inventory. Review of the submitted inventories will commence at January's meeting.

Concerns were expressed with the Records Inventory process. It was felt that insufficient "clout" of the Records Commission results in some areas of the University either ignoring requests for information or submitting an inventory that was not properly reviewed and updated. Another area of
concern is that there is no clear process for the destruction of computer media. Currently the Inventory treats computer media as just another record. Perhaps the Commission should review the destruction method of all record types.

Also discussed was the possible need for more centralization in the records retention/destruction process. One way of doing this is by instituting internal audits of each department. Discussion of this topic should continue.

Please let me know if I neglected to include any topic we discussed or if
I did not accurately record the discussion.

Thanks to all that attended!