5.32 Records Retention Policy

Policy Information

PDF Version

Number: 5.32

Name: Records Retention Policy

Author: Policy Committee

Effective Date: January 29, 2024

Next Review Date: AY 2028–2029

Regulatory Authority:

• Minnesota Statute MS Chapter 15, Section 17 – Official Records
• Minnesota Statute MS Chapter 138, Section 17 – Government Records
• Minnesota Statute, Chapter 13 – Government Data Practices

Records produced or received by any office or employee of North Hennepin Community College in the transaction of College business are the property of the College and subject to the College’s policy for retention, disposal, access, and publication, including records produced or received by individuals in administrative and committee service capacities. College records should be maintained according to the Records Retention Schedule, which will serve as the formal institutional policy for the retention and disposition of all types of records. However, records subject to audit or those legally required for ongoing official proceedings must be retained until released from such audits or official proceedings, notwithstanding the instructions of the Records Retention Schedule.

No College records shall be discarded, destroyed or transferred from the custody of the College or otherwise disposed of prior to the time period specified in the Records Retention Schedule. As it is not possible for the Records Retention Schedule to be exhaustive, all regulatory guidelines will be followed when determining whether a record not included on the Records Retention Schedule needs to be maintained or destroyed.

Part 2. Definitions.

Subpart A. Private Data.

Data which are only accessible to the individual subject of the data and to entities authorized by law to gain access. These data are not accessible to the public.

Subpart B. Public Data.

Data which are accessible to the public.

Subpart C. Record.

All material on which information is recorded or preserved, regardless of form or characteristics, which is created or maintained by any College employee in the transaction of its business. This definition refers to all forms of recorded information or other material bearing upon the activities and functions of the College, any of its officers, and employees. These materials may include, but are not limited to correspondence, memoranda, reports, and other data, information, or documentary material, regardless of physical form or characteristics, storage media or conditions of use, made or received by an employee of the college pursuant to state law or in connection with a transaction by a college employee.

Part 3. Campus Review.

Review Action                                                                 Date(s)

Diversity, Equity, and Inclusion Committee Review:   11/8/2023 – 11/30/2023

Campus Community Review Period:    10/16/2023 - 10/27/2023

AFSCME Review:                                     11/8/2023 – 11/30/2023

MAPE Review:                                          11/8/2023 – 11/30/2023

MMA Review:                                           11/8/2023 – 11/30/2023

Shared Governance Council Review:                          11/17/2023

Student Senate Review:                                                11/30/2023

President Rolando Garcia Approval:                             1/29/2024

Campus Community Dissemination:                             2/14/2024

History

• New policy effective 8/26/2013
• Reviewed Fall 2018
• Reviewed Fall 2023