RIT Records Management Policy Guidelines

1. Records Management Policy Rochester Institute of Technology Bobby Colón, Esq. General Counsel Office of Legal Affairs

2. Records Management Policy C22.0 • Purpose • Ensure that RIT records are retained for a sufficient period of time • Ensure proper documentation of the history of RIT • Record – any document or communication generated or received by RIT, RIT personnel, or on RIT’s behalf • RIT records • Original or copy • Held for official business or regulatory reason • Applies to all RIT employees

3. Records Management Policy C22.0 • What does it say? • Divisions, departments and academic units are required to implement records management practices • Divisions, departments and academic units are required to name a Records Custodian • Divisions, departments and academic units are required to preserve records of an archival nature • Divisions, departments and academic units are required to restrict access to confidential records • Divisions, departments and academic units are required to destroy inactive records that have no archival value upon the passage of a specific period of time

4. Records Management Policy C22.0 • Implement records management practices • Make sure everyone in your area knows that this policy exists • Make sure everyone in your area knows that you are the Records Custodian • Have your own schedule • Don’t forget IT

5. Records Management Policy C22.0 • Name a Records Custodian • Ensure compliance with C22.0 • Contact person for new categories • Liaison with Office of Legal Affairs • Ensure appropriate destruction of documents • Document Destruction Day • Legal process • Certify documents • Testimony

7. Records Management Policy C22.0 • Preserve records of an archival nature • Documents history of RIT • Governance • Graduations • Presentations • Includes pictures, films, video, brochures • When in doubt, contact the RIT Archivist • Becky Simmons Wallace Center 475-2557 raswml@rit.edu

8. Records Management Policy C22.0 • Restrict access to confidential records • Limit access • Rare circumstances Confidentiality and Non-Disclosure Agreements • Lock rooms and file cabinets • Password protect electronic files • IT is disaster recovery • Backups to be maintained for thirty (30) days • Information Security Office • Information Access and Protection Standard • Digital Self Defense online course

9. Records Management Policy C22.0 • Destroy inactive records that have no archival value upon the passage of a specific period of time • Retention Schedule • Can be updated with Office of Legal Affairs’ prior approval • As specific as required to meet the legitimate business needs of the division, department, or college • Document Destruction Day • Dress down • Pizza

12. Records Management Policy C22.0 • Records Retention Schedules can be suspended • When RIT receives notice of a threatened or actual litigation matter, the law requires that RIT and its employees preserve all documentation potentially relevant to the litigation action • The Office of Legal Affairs will send out litigation hold notices to those employees who may have relevant documents with instructions on how to proceed • These documents must be preserved until the litigation hold has been released by the Office of Legal Affairs, at which time the normal retention schedule for those documents resumes

13. Questions?