VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U021

Edward Via College of Osteopathic Medicine

Policy Order No.: U021 (formerly B006) Effective Date: April 8, 2011 Revised: May 31, 2011; March 1, 2017

Signature on File __________________________ Dixie Tooke-Rawlins, D.O. President and Provost

__________________________________________________________________________________________ VCOM Records Retention Policy __________________________________________________________________________________________ 1. PURPOSE ..................................................................................................................................................1 2. RECORD RETENTION ...............................................................................................................................1 2.1. P RINCIPLES G OVERNING R ECORDS R ETENTION AND D ISPOSAL .......................................................2 3. DEPARTMENT / DIVISION RECORD RETENTION PROCEDURES .................................................................2 3.1. R ESPONSIBLE P ERSONS ....................................................................................................................3 4. POLICY ENFORCEMENT ..........................................................................................................................3 5. DURATION OF POLICY .............................................................................................................................4 PURPOSE The purpose of VCOM’s Records Retention Policy is to provide guidance to all VCOM departments as to what documents should be retained and the length of time for document retention. 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. RECORD RETENTION VCOM’s records (student and business records) are important assets and are those that faculty, staff, and, at times, students produce. A record is any type of record created or received in the course of College business, including, but not limited to, paper, email, any type of electronic file or data, still photographs, motion pictures, drawings, plans/blueprints, and audio/video recordings, etc. A record may be as obvious as a memorandum, an email, a contract, or lecture, or something not so obvious, such as a computerized desk calendar, an appointment book or an expense record. Both federal and state law requires VCOM to maintain certain types of records, usually for a specific period of time. Failure to retain these records for the minimum period of time required could subject VCOM and its faculty and staff to penalties and fines, cause the loss of rights, obstruct justice, spoil 1. 2.

VCOM Records Retention Policy

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