VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U021

submitted to the President’s office for review and approval. Once approved by the President, the department/division administrator must send an updated copy of the policy to all department staff. Periodically, the President will convene the administration through the Provost’s Council to review responsibilities and compliance for record retention. The Office of the President will also conduct an annual audit that samples documents according to the record retention policy. No one person or department/division can be directly responsible for all College records. Therefore, every department/division managing College records is responsible for:  Implementing records management practices consistent with this policy.  Educating staff in the records management practices.  Preserving records as required under this policy.  Properly disposing of inactive records at the end of the applicable retention period.  Retaining archival records of permanent or historic value.  Protecting records against misuse, misplacement, damage, destruction, or theft.  Monitoring compliance with this policy. College records are the property of the College and not of the officers, faculty members, or employees who create them or to whom they are entrusted. 3.1. Responsible Persons The following department/division administrative personnel is responsible for establishing records retention procedures for his/her department/division and ensuring that said procedures are followed:  Director of Institutional Planning, Outcomes and Accreditation  CFO and/or Comptroller  Vice President for Student Services and AVP for each campus  Vice President for Research and Associate Deans for Biomedical Affairs on each campus  Dean for Graduate Certificate Program  Vice Dean for Post Graduate Affairs  Associate Dean for Clinical Affairs  Associate Dean for Medical Education and Directors for Medical Education  Vice President for International and Appalachian Outreach  Vice President for Facilities and IT  Vice President for Alumni and Development POLICY ENFORCEMENT VCOM expects all faculty and staff to comply with any published records retention or destruction policies and schedules. It is imperative that faculty and staff fully understand and comply with this policy, and any future records retention or destruction policies and schedules. 4.  President  Dean  Registrar  Director of Financial Aid Director of Human Resources   Director of IT Librarian/Archivist 

VCOM Records Retention Policy

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