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Records Retention Schedule
The Alexandria Technical and Community College Records Retention Schedule is housed with data privacy records. This document describes categories of records, the means for records storage, the length of time records should be kept, and instructions for records destruction. State or federal law may determine the period that certain records must be kept, though records may be kept longer than the retention schedule.  

Certain ATCC units or offices may find that there are professional standards dictating best practices for records retention. For example, the Registrar’s Office will adhere to the Family Educational Rights and Privacy Act (FERPA) in determining access to records and the format for keeping records. The Financial Aid Office will be bound by federal laws related to student financial aid. The ATCC Records Retention Schedule incorporates the requirements of various laws as they apply to general categories of records.  

Data Custodians

As ATCC Procedure 5.23.2 Data Security Classification implies, a Data Custodian is responsible for managing records they create while they are using them. Maintaining records in a safe, secure, and retrievable way is the primary responsibility of the creator while the record is serving its useful purpose.  

Responsibility

While is it is every person’s responsibility to properly manage and dispose of their data, according to their departments federal and state laws, there will be instances where leadership will be responsible for ensuring that the ATCC Records Retention practices are being upheld in instances where the person responsible is no longer there to properly dispose of the data.   

Data Custodians

  • Academic Affairs data: Vice President of Academic and Student Affairs; Deans of Education Services 
  • Financial data: Chief Financial Officer  
  • Facilities data: Director of Facilities and Security 
  • Human Resources data: Chief Human Resources Officer 
  • Information Technology data: Chief Information Officer 
  • EDGE Center data: Associate Vice President of Workforce Development 
  • Student Affairs/Student Services data: Director of Student Support and Engagement; Registrar; Director of Financial Aid; Director of Admissions and Recruitment; Director of Marketing and Communications 
  • Safety and Security data: Safety and Security Compliance Officer 
  • Licensure data: Dean of Educational Services over that program 
  • Foundation data: Vice President of Advancement and Outreach/Executive Director of Foundation 

For each of the Data Custodians listed above, those individuals are responsible for:  

  1. Ensuring record storage is secure and under conditions that will preserve the record.  
  2. Understanding the records created within the department, administrative office, or unit.  
  3. Following this policy and procedure to make decisions on retention and destruction of records.  
  4. Providing guidance to others who are involved in preparing records for storage.  
  5. Being responsible for ensuring that everyone in the department, administrative office, or unit is aware of and following the records retention policy and procedure.  
  6. Consulting with employees on matters related to record retention, destruction of records, and items of possible historical value.  
  7. Establishing the level of confidentiality and security appropriate to specific types of records and helping the department or unit maintain and monitor confidentiality and security.  
Accessing Records

Individuals seeking access to ATCC records should contact the appropriate designated Data Custodian listed above. All applicable state and federal laws, as well as Minnesota State Board and ATCC policies will be considered when determining what records may be made available.  

Records Storage

Tangible Records

Tangible records are those that must be physically moved to store, such as paper records (including printed versions of electronically saved documents), photographs, audio recordings, advertisements, and promotional items. Active records, records that need to be easily accessible, and inactive records may be stored in ATCC’s office spaces or equipment. Records may also be stored in secure storage areas on campus.  

Electronic Records  

Many records are created and maintained in an electronic format. These include documents on computer hard drives, email and its attachments, and documents that have been scanned and reside in electronic document storage systems or on other removable storage media. File maintenance of these records requires coordination with the ATCC Information Technology (IT) Department.  

Any electronic record that needs to be kept for a retention period longer than seven (7) years should be printed and kept in a paper filing system OR maintained in an electronic format and the equipment needed to read or access the information kept and maintained for the same period of time. Records that are maintained only in electronic format should be named and labeled in a manner that is consistent with the paper filing system used in the office for ease of coordination and cross-referencing. Electronic documentation should be backed up in a separate location each semester. An electronic file that has permanent value to ATCC should be printed and transferred to the relevant custodian(s).  

Records Destruction
Tangible Records  

Tangible records should be destroyed by shredding or some other means that will render them unreadable. Tangible records also include physical discs, flash drives, or other media that contain electronic records. Consult the Records Retention Schedule or a designated Data Custodian for how to destroy tangible records.  

Electronic Records 

Electronic records must be destroyed according to the Records Retention Schedule. Where duplicate records are involved, all copies must be destroyed or deleted.  

Cessation of Record Destruction/Deletion 

If a lawsuit is filed or imminent, or a legal document request has been made upon the College, all record destruction must cease immediately. The ATCC President or one of the designated Data Custodians may suspend this policy and procedure to require that documents relating to the lawsuit or potential legal issue(s) be retained and organized. Failure to follow this protocol could subject ATCC to fines and penalties, among other sanctions.  

Information Security Incident

In the event an information security incident were to occur, ATCC will follow established policies, procedures, and laws. 





 

Related ATCC Documents:

 

Approved by: College President

Effective Date: 4/10/2026

Next Review Date: April 2029

Archive: