VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U021

Edward Via College of Osteopathic Medicine

Policy Order No.: U021 Effective Date: April 8, 2011 Revised Date: April 10, 2025

__________________________ Dixie Tooke-Rawlins, D.O. President

___________________________________________________________________________________ VCOM Records Retention Policy ___________________________________________________________________________________ 1. PURPOSE..............................................................................................................................................1 2. RECORD RETENTION ......................................................................................................................2 3. RECORDS RELATED TO SUBPOENAS OR LITIGATION ........................................................2 3.1. Records Related to Audits, Inspection, or Litigation ......................................................................3 3.2. Subpoenas for College Records ......................................................................................................4 4. RECORD RETENTION SCHEDULE ...............................................................................................4 5. RECORDS STORAGE ........................................................................................................................5 6. DISPOSITION OF RECORDS ...........................................................................................................5 7. FERPA – STUDENT EDUCATIONAL RECORDS.........................................................................6 8. EMPLOYEE RECORDS .....................................................................................................................7 9. POLICY REVIEW AND ENFORCEMENT .....................................................................................7 10. DURATION OF POLICY....................................................................................................................8 PURPOSE The purpose of VCOM’s Records Retention Policy is to provide guidance for the systematic review, retention, and destruction of documents received or created by VCOM in connection with the transaction of College business. This policy applies to all records and documents regardless of format and contains guidelines for how long certain documents should be kept and how records should be destroyed (unless under a legal hold). Each department has different needs, and in some cases, policies are governed by outside agencies, such as the Internal Revenue Service (IRS), Department of Education (DOE), VCOM’s accreditor(s) and the state in which the campus resides. The policy is designed to promote compliance with applicable laws and regulations, eliminate accidental destruction of records, and facilitate operations and reduce costs by encouraging efficiency and freeing up valuable storage space. 1.

VCOM Records Retention Policy

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