3.23 College Records

Policy TrackingDate
RevisedMay 11, 2020

  1. The President shall provide for the safekeeping of all College records related to the College's operation.
  2. Custodians of the various types of records shall be the Vice Presidents of the College or a designee of the President. These custodians shall be responsible for ensuring that use and release of records is in accordance with statutory limitations, rules, and procedures. Unless otherwise exempt by law, all records made or received regarding the transaction of public business are public records pursuant to the North Carolina Public Records Act, as defined by the North Carolina Public Records Act, N.C.G.S. 131-1 et seq.
  3. Reproduction and destruction of all College records shall be in accordance with federal and state statutes and the Public Records, Retention, and Disposition Schedule (Schedule)adoptedby the North Carolina Department of Cultural Resources and the North Carolina Department of Community Colleges. The content of the record determines its retention requirement.  The President shall ensure compliancewith the Schedule by implementing appropriate procedures and delegating this responsibility to the Vice Presidents of the College.
  4. Unless otherwise specified in policy or in the Schedule, any and all documents maintained by the College may be destroyed no earlier than two (2) years after the reference value ends for the documents. Transitory records (records that have little or no long-term documentary or evidential value) may be destroyed immediately unless otherwise required in the Schedule.
  5. The College and its employees shall adhere to any litigation hold directives regarding document retention.  A litigation hold is a directive not to destroy records which might be
    relevant to a pending or imminent legal proceeding. The President may establish a committee to oversee and monitor litigation holds; this committee may contain a member of the Information Technologies Department, the College’s legal counsel and a member of the Administrative Team. In the case of a litigation hold, the committee shall direct employees and the Information Technologies Department, as necessary, to suspend the normal retention procedure for all related records.
  6. For specific guidance on student and personnel records, please seePolicy 4.23 Confidentiality of Student RecordsandProcedure 3.23.1 Personnel Files.

Blue Ridge Community College Policies and Procedures Manual