Archives & Records Management

Locations

The Monroe Community College inactive records and micrographic service is located in Room 5-109 of the Damon City Campus. The telephone number is 262-1635.

The College Archives is located off the administrative suite on the 4th floor of the LeRoy V. Good Library at the Brighton Campus and is available to researchers by appointment only. The telephone number is 262-1635.

Mission Statement

The mission of Monroe Community College's Archives and Records Management program is to encourage and coordinate the systematic management of the records of the college in accordance with legal requirements. It provides a systematic, cost-effective approach to the management of all records created, received and maintained by the College, and ensures that those records determined to be of enduring value are preserved and made available for research.

Records Management

The records management program promotes the ongoing management of the college's records as mandated by state regulations.  It is essential to the administration of the college that its records are systematically managed to ensure the availability of information to both the college community and the public. Services include:

  1. Records management consultation
  2. New York State Records Retention Schedule (CO-2) expertise
  3. Secure records storage, retrieval and destruction
  4. A high quality micrographics service

Retention Schedule

As a component of local government, MCC is mandated to follow the retention periods set forth in the Records Retention and Disposition Schedule CO-2, for use by counties, revised 2006.

A PDF version of the nearly 300-page schedule can be found HERE.

Pages 24 through 34f cover records exclusive to a community college.  Records of a more common nature (fiscal, personnel, etc.) are located in their own individually titled sections.  The schedule is keyword searchable and also has an index beginning on page 259.  For questions, contact Archives and Records Management at ext. 1635.

A two-page schedule addressing records exclusive to classroom instruction is emailed to department chairs at the start of each semester and can be found in the Faculty Resource Handbook.

Transferring Inactive Records to Storage

  1. Only records with a defined legal retention period will be accepted for storage.  If you are unable to determine the legal retention period, please contact Archives and Records Management (ext. 1635) for assistance.

  2. Only "inactive" records (those referenced by your department once a month or less) will be accepted for storage.
  3. Pack material in standard records-storage boxes measuring 12"x15"x10".  Note: Records Management does not supply boxes.  Each department should order its own boxes through the Staples catalog.
  4. When packing boxes, do not include hanging file folders as they will break the box edges and do not fit within the shelving system.  Leave approximately one or two inches free in each box to facilitate future retrievals.
  5. All boxes must be labeled with the following information:
    • Box Number (assigned by the originating department)
    • Department name
    • Record type or series
    • Dates (i.e. academic year or semester)
    • Destruction date (as per section 1 above)
  6. Some situations may require a listing of all folder titles within an individual box.  Please contact Archives and Records Management (ext. 1635) for guidance on when this may be applicable.
  7. Email Archives and Records Management with the record type(s) and approximate volume of inactive records slated for storage.  Note: All pickups are coordinated through Archives and Records Management.  Please DO NOT contact shipping directly.
  8. All records sent to the Records Storage Center remain the property of the originating department, with Archives and Records Management serving only as "custodian."  Each department is responsible for maintaining a record of what they currently have in storage.
  9. Please note that when requesting records from storage, it is your department's responsibility to supply Archives and Records Management with the box number where the information can be found.
  10. Records that have exceeded their legal retention period while being stored at the Records Storage Center are covered in the section titled Destruction of Records.

Retrieving Files from the Records Storage Center

Departments may only access their own records from the Records Storage Center.

You may retrieve individual file folders or boxes by:

  1. Emailing "Archives and Records Management" or "Records Retrieval"
  2. Calling the Records Management office at ext. 1635 for emergency situations

Requests should include the following information:

  1. Box number or microfilm location
  2. Record type
  3. File name (if applicable)

Retrieval requests will be processed Monday through Friday 9:00 a.m. to 4:00 p.m. and are normally sent (via interoffice mail) the same day.  Records Management staff can perform searches for specific information contained within a file at the request of a department.

Records will be delivered by:

  1. Interoffice mail
  2. Small files and single documents can be scanned and emailed
  3. Emergency requests will be addressed on an individual basis

All files being returned to the Records Storage Center should be sent via interoffice mail and addressed to: Archives and Records Management - Damon City Campus.

Destruction of Records

  1. Records stored at the departmental level:
    • Department personnel should periodically (at least once a year) identify office records that have exceeded their legal retention and are no longer of any value to the department or the college.
    • All records with sensitive or confidential information (of any type) must be disposed of utilizing secure methods (shredding) that ensures the confidentiality of the record.
    • Departments lacking the resources to carry out secure destruction, or those with large volumes of records may send them to the Records Storage Center at DCC for final disposition.
    • Records being sent for shredding can be packed in any sturdy box that has a lid or can be securely closed.  It is not necessary to use record storage boxes.  Copy paper boxes or something of similar size are preferred.
    • Some situations may require a Records Destruction Authorization Form.  This will be addressed by Archives and Records Management prior to scheduling the pickup.
    • Be sure to label all boxes with: "Shredding for DCC"
    • Email Archives and Records Management with the record type(s) and volume (number of boxes) slated for destruction.  Note: All pickups are coordinated through Archives and Records Management.  Please DO NOT contact shipping directly.
  2. Records stored at the Records Storage Center:
    • No records will be destroyed without written consent from the department they originated from.
    • When the minimum legal retention period for a record series has been reached, Records Management will contact the originating department and request authorization to carry out final destruction.
    • A Records Destruction Authorization Form is sent to the department head/designee for signature and must be returned to Archives and Records Management.

Archives

The College Archives preserves records that document the history, organization, policies, procedures and activities of the college.

Records housed in the Archives include college catalogs, student publications, annual reports, Board of Trustees minutes, photographs, videos and audio recordings of college activities and related events.

The College Archives is located on the 4th floor of the LeRoy V. Good Library.

Services:

  1. Acquire and preserve records of enduring value produced by college offices, faculty, staff and students.
  2. Arrange and describe records in accordance with archival standards.
  3. Make records accessible for research in accordance with archival policy.
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