SECTION CH.1

BUSINESS AND SUPPORT SERVICES
RECORDS MANAGEMENT

Procedure

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RECORDS MANAGEMENT

College departments will maintain records in accordance with the Texas State Records Retention Schedules for Colleges. Local Schedule GR for General Records may be found at https://www.tsl.texas.gov/slrm/recordspubs/gr.html and Local Schedule JC for Junior Colleges may be found at https://www.tsl.texas.gov/slrm/recordspubs/jc.html. Departmental supervisors are responsible for ensuring proper retention of records. The schedules establish mandatory minimum retention periods for records. Records may not be disposed of prior to the expiration of its retention period.

Original paper records may be disposed of prior to the expiration date established for the record if the document has been electronically stored pursuant to provisions of College Code Chapter 204 or Chapter 205.

Destruction of college records contrary to the provisions of the College Records Act of 1989 and rules adopted under the Act is a Class A misdemeanor and, under certain circumstances, a third degree felony. Anyone destroying college records without legal authorization may also be subject to criminal penalties and fines under the Public Information Act (Govt. Code, Chapter 552).

A record of the college may not be destroyed if there is an outstanding request to inspect and review the record under the Federal Family Educational Rights and Privacy Act (FERPA). A record of the college may also not be destroyed, although its retention period has expired, if it is subject to a pending audit by a federal or state grantor or subgrantor agency or if questions remain unresolved from a conducted audit until audit findings are resolved.

A college record whose retention period has expired may not be destroyed if any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record is initiated; its destruction shall not occur until the completion of the action and the resolution of all issues that arise from it.

A college record whose retention period expires during any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record may not be destroyed until the completion of the action and the resolution of all issues that arise from it.

The retention period for a record applies to the record regardless of the medium in which it is maintained. Some records are maintained electronically in many offices, but electronically stored data used to create in any manner a record or the functional equivalent of a record as described in this schedule must be retained, along with the hardware and software necessary to access the data, for the retention period assigned to the record, unless backup copies of the data generated from electronic storage are retained in paper or on microfilm for the retention period. This includes electronic mail (e-mail), websites and electronic publications.

Unless otherwise stated, the retention period for a record is in calendar years from the date of its creation. The retention period applies only to an official record as distinct from convenience or working copies created for informational purposes. Where several copies are maintained, the college shall decide which shall be the official record and in which of its divisions or departments it will be maintained.

 

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DISPOSAL OF RECORDS

A records disposition log should be kept by each department logging records marked for destruction.

Navarro College contracts with a qualified vendor to provide onsite shredding services. Shred bins are provided throughout the college district for routine document disposal. Once (or more) each year, the college will have the contracted vendor purge records marked for destruction under the supervision of the Director of Budget and Procurement.

 

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Updated: August 25, 2020