The Records Program exists to ensure the University meets its legal and regulatory obligations in the proper handling, retention and disposal of records.
- Policy
- Records Management Office
- Objectives of the Program
- Procedures
- Record Retention and Disposal
- Schedule Defined
- USM Record Retention Standards
- Office of Record Defined
- Public Records - Privacy Policies and
- Data Security (Personal Information)
- Personal Records Defined
- Procedures for Personal Records
- University Archives
- Record Retention and Disposal Schedule (doc)*
- Certificate of Records Disposal (doc)*
*If you are unable to get to the records retention forms through the above links, go directly to the Forms Repository (https://inside.towson.edu/GeneralCampus/FormsRepository/Output.cfm) and look under the heading "Records Retention Forms."
In compliance with Sections 10-624, and 10-632 through 10-633 of the State Government Article of the Annotated Code of Maryland, and the University System of Maryland Board of Regents policies, Towson University has a Records Management Program, which requires the maintenance of current record retention and disposal schedules (RR&DS) for all units at the institution.
The Materiel Management Department, a unit of the Administration and Finance Division reporting directly to Facilities Management, manages the University's Record Management Program. The Director of Materiel Management is the University's Records Officer.
The Records Officer:
a. Maintains a central repository of departments' Record Schedules,
b. Maintains the central file copy of departments' Certificates of Disposal,
c. Assists departments in developing appropriate schedules,
d. Advises departments on proper disposal of records,
e. Maintains and disseminates a copy of USM record retention standards,
f. Conducts an update to all schedules at least once every ten years,
g. Prepares reports on the results of update projects to the Sr. VP of A&F and other reports as required.
Pursuant to state law, the university maintains a program for the continual, economical, and efficient management of its records. Every department must implement and/or follow university procedures to:
a. Ensure the security of personal records,
b. Establish, revise and comply with the units record retention and disposal schedule to insure the prompt and orderly disposition of records that are no longer needed in its operation.
In
addition to complying with state law and university system policy, the
Records Management Program is intended to:
1. Guide departments in their legal obligations with record retention
and disposal,
2. Standardize
the record keeping practices at the institution,
3. Encourage the proper disposal of records to ensure the efficient use of space,
4. Ensure the University meets its legal obligations in retention, disposal and handling of records.
Every department is required to:
a. Develop a Record Retention and Disposal Schedule,
b. Comply with USM retention standards in setting retention periods,
c. Develop reasonable standards for records for which USM standards do not exist,
d. Document record disposals on the Certificate of Records Disposal,
e. Update their record schedule when significant changes in structure and practices require it, and review and update at least once every ten years.
Record Retention and Disposal Schedule Defined
A record retention and disposal schedule is:
a. An inventory of records by series/type created and/or maintained by every department,
b. A useful document that provides direction to departments in proper records retention periods and methods of disposal,
c. A legal document that allows departments and the institution to meet its record keeping obligations.
USM Record Retention Standards
These standards are minimum requirements established by the USM on retention periods and responsible offices. A copy of the Systems standards is provided here:
Office of Record (OOR) Defined
The OOR is the responsible office where the records are created and original, official copies are to be maintained. The Office of Record must report record series created and maintained by them.
Examples of OOR: the Financial Services' Accounts Payable office is the OOR for iInvoices; the Office of Human Resources is the OOR for personnel records; the Division of Academic and Student Affairs' Provost's office is the OOR for faculty APT records.
General File series, that is invoices, employee files, property records, and other departments' forms, are typically reported under this heading on record schedules. These are documents that most departments have and use in the course of everyday business. Generally speaking they are reviewed annually, sometimes kept for three years or until any audit requirements are met, and disposed of if no further business or legal reference is required.
Public Records - Privacy Policies and Data Security (Personal Information)
Pursuant to Sections 10-624 and 10-633 of the State Government Article of the Annotated Code of Maryland, which addresses the legal issues and obligations with regard to the collection, safeguarding and dissemination of personal information collected by the uUniversity, all departments must comply with the following policies and procedures.
In
this section, "personal record" means a public record that names or,
with reasonable certainty, otherwise identifies an individual by an
identifying factor such as:
1) Address;
2) Description;
3) Finger or Voice Print;
4) A Number (such as SSN);
5) A Picture.
Personal records may not be created unless the need for the information has been clearly established by the unit collecting the records.
Personal
information collected for personal records:
1) Must be appropriate and relevant to the purposes for which it is collected;
2) Must be accurate and current to the greatest extent possible;
3) May not be obtained by fraudulent means.
Procedures for Personal Records
A. Except as otherwise provided by law, an official custodian who keeps personal records must, to the greatest extent practicable, collect personal information from the person in interest.
B. An official custodian who requests personal information for personal records must provide the following information to each person in interest from whom personal information is collected:
1. The purpose for which the personal information is collected;
2. Any specific consequences to the person for refusal to provide the personal information;
3. The person's right to inspect, amend, or correct personal records, if any;
4. Whether the personal information is generally available for public inspection, and;
5. Whether the personal information is made available or transferred to or shared with any entity other than the official custodian.
C. The University's privacy policies with regard to the collection of personal information, including the policies specified in this subsection, must be posted on its internet website.
D. The following personal records are exempt from the requirements of this subsection:
1. Information pertaining to the enforcement of criminal laws or the administration of the penal system;
2. Information contained in investigative materials kept for the purpose of investigating a specific violation of state law and maintained by a state agency whose principal function may be other than law enforcement;
3. Information contained in public records which are accepted by the state archivist for deposit in the Maryland Hall of Records;
4. Information gathered as part of formal research projects previously reviewed and approved by federally mandated institutional review boards;
5. Any other personal records exempted by regulations adopted by the Secretary of Budget and Management, based on the recommendation of the Chief of Information Technology.
E. The official custodian may permit inspection of personal records for which inspection otherwise is not authorized by a person engaged in a research project if:
1. The researcher submits to the custodian a written request that:
a) Describes the purpose of the research project,
b) Describes the intent, if any, to publish the findings,
c) Describes the nature of the requested personal records,
d) Describes the safeguards that the researcher would take to protect the identity of the person in interest, and
e) States that persons in interest will not be contacted unless the official custodian approves and monitors the contact.
2. The official custodian is satisfied that the proposed safeguards will prevent the disclosure of the identity of the persons in interest, and
3. The researcher makes an agreement with the unit or instrumentality that:
a) Defines the scope of the research project,
b) Sets out the safeguards for protecting the identity of persons in interest, and
c) States that a breach of any condition of the agreement is a breach of contract.
The University Archives is a depository of non-current records of the university that have an enduring value in providing information about the history, development, administrative changes, policies, and social interactions of the university community.
University Archives is interested in receiving materials of an enduring value that relate to the history and development of your area, its programs and policies.
Types of materials to send University Archives:
- Correspondence, Communications that originates from the unit (known as the Office of Record) - material should be reviewed and routine material should be removed before transferring to University Archives
- Meetings (department,
standing committees, ad hoc committees) - send agendas, agenda materials,
and minutes
- Reports - annual and special reports issued by the Office of Record
- Publications, Brochures,
Newsletters, Catalogs, Programs (including theatre and recital) issued
by the Office of Record
- Scholarships, Awards, Departmental Competitions - name of award, description of scholarship or award, name(s) of recipient(s), date of award, any biographical information or application of recipient, announcements concerning the scholarship, award, etc.
- Accreditation -
final reports on accreditation, report of reviewing team, correspondence
awarding or denying accreditation
- Non-Print Materials
- Audio or video materials, films, PowerPoint presentations about
the department, photographs, etc.
Please do not send any of the following materials:
- Personnel records,
promotion and tenure records, sabbatical records, recruitment records
- Budget records,
travel records, grant records, procurement records, inventory or equipment
records
- No individual student
records that relate to majors, minors, grades, practicum, internships
- Curriculum records
(we retain the official Senate Curriculum Committee records and Senate
deliberations)
There may be additional records that are unique to your area that should be sent to Archives. To discuss any concerns or questions you have about what type of material should be sent to Archives, our campus extension is x4-2398.
Archives Revised June 2002
