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1、BusinessDocumentRetentionPolicyDateIssued:April2009DateRevised:PurposeThepurposeofthispolicyistoinformCollegeemployeesoftherequirementsandresponsibilitiesformanaging,protectinganddisposingofcollegebusinessrecords.Itpertainstothelegality,retention,safeguarding,backingupandfutureaccessibi
2、lityofpaperandelectronicbusinessrecords.TheCollegerecognizesthatelectronicrecords,includingelectronicmessages,aresubjecttofederal,stateandlocallawsandregulationsthatapplytohardcopydocuments.ScopeTherecordretentionpolicysetforthhereinappliestoallemployeesoftheCollegeandappliedtoallrecord
3、sthataremadeorreceivedinthetransactionsofCollegebusiness.Thereareseparatepoliciesforacademicandcourseinformation,research,patientmedicalrecordsandpatientdata,etc.DefinitionsTheterm“electronicrecord”meansanyrecordthatiscreated,receivedmaintainedorstoredonanyCollegecomputingequipmentorsto
4、ragedevice.·Electronicmessages,includingthosecreatedusinge-mail,andotheremergingelectroniccommunicationtechnologies,suchashandhelddevices,voicemail,andinstantmessaging.·Wordprocessingdocumentandspreadsheets·DatabasesTheterm“legalcustodian”shallmeanoriginatorofelectronicmessagesorthecrea
5、torofanelectronicdocumentifthatpersonisanemployee;otherwiseitistheemployeetowhomthemessageisaddressedortowhomtheelectronicdocumentissent.Iftherecordistransferred,byagreementorpolicy,toanotherpersonforarchivalpurposesbecomesthelegalcustodian.GeneralRequirementsMaintenanceanddisposalofele
6、ctronicrecords,asdeterminedbytheircontentistheresponsibilityofthelegalcustodianandmustbeincompliancewiththeCollege’sapprovedrecordsretentionanddispositionschedules.FailuretoproperlymaintainelectronicrecordsmayexposetheCollegetolegalrisks.Thedepartmentheadofanserviceunitisresponsiblefore
7、nsuringcompliancewiththeapplicablestateandfederallaws.WhenanemployeeleavesadepartmentortheCollege,thedepartmentheadisresponsiblefordesignatinganewcustodianandensuringthatanyrecordsintheseparatingemployee’spossessionareproperlytransferredtothenewcustodian.The9departmentheadisres
