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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 on the Brighton Campus. The telephone
number is 292-2327.
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.
The college Archives contain records documenting
the history, organization, policies, procedures and activities of the
College. Types of records housed in the Archives include general administrative
records; Board of Trustee minutes, reports, correspondence and routine
records of committees and departments; student publications, handbooks,
and independent studies; memorabilia; and photographs of College activities
and related events. The college Archives is located on the 4th floor of
the LeRoy V. Good Library. Services:
- Acquires and preserves records of enduring
value produced by college offices, faculty, staff and students.
- Arranges and describes records in accordance
with archival standards.
- Make records accessible for research in accordance
with established archival policy.
The goals of the records management program
are to provide a high quality microfilming service, and to promote the
ongoing management of the college's records, complying with State regulations
for maintaining County government records. The care and disposition of
college records is subject to State law. It is essential to the administration
of the college that its records are systematically managed. The result
is the availability of information to both the college community and the
public. The college's microfilming office
microfilms records adhering to State Archives and Records Administration
(SARA) quality guidelines. Large volumes of paper records are reduced
to the medium of microfilm protecting against the destruction, loss,
or alteration of vital information. Once microfilmed the records are
indexed for accessibility. Copies of these documents can be accessed
directly from a microfilm reader/printer and issued to authorized personnel
saving departments valuable time in retrieval.
Services:
- Records management consultation
- New York State Records Retention Schedule
(CO-2) expertise
- A high quality micrographics service
- Records disposition – archival storage, retrieval,
destruction
Destruction
of Records
| Local Government
Records Law
Section 57.19 of the Arts and Cultural Affairs Law (the "Local
Government Records Law"), requires each local government
to designate a Records Management Officer (RMO), who in conjunction
with department heads, should coordinate or directly carry out
disposition. The New York State Records Retention and Disposition
Schedule (CO-2) was adopted by Monroe Community College. The
adoption of the CO-2 allows for the destruction of records after
they have met the retention period specified on the schedule.
Documents earmarked to be destroyed must first be approved by
the RMO prior to destruction. |
The following procedures
cover destruction of records stored at the DCC Records Storage Center:
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No records stored in the records
center will be destroyed without written consent from the department
head (with whom legal custody of the records remains, although the
RMO has physical custody).
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When the minimum retention
period mandated by State Archives and Records Administration (SARA)
for a particular series stored at the DCC Records Storage Center
has ended, Records Management personnel will appraise the records
and the department originating those records will be asked to authorize
a final disposition.
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There are three principal disposition
alternatives: destruction, transfer to the Archives, or return to
the originating department. If after appraisal, it is determined
that the records have outlasted legal retention periods and potential
reference use, Records Management fills out the Records Destruction
Authorization Form and the department head is asked for approval
to destroy the records.
The following procedures
cover destruction of records stored at the departmental level:
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Department personnel should
periodically (at least once a year) mark for destruction any office
records past their usefulness and legal retention. If the records
have no legal retention requirements your department should dispose
of them. If you have any questions or concerns please call x1635.
A Records Transmittal Form and a Records Destruction Authorization
Form must accompany those records with legal retention requirements,
which have been selected for destruction by department personnel.
Refer to the Records Management instructions for transferring material
to Archives and Records Management (below).
To
Retrieve Boxes or Folders from the Records Center
Departments may access only their
own records to ensure confidentiality. Authorized names are registered
on the Authorized Viewing Form. Only those persons whose names
appear on this form will be allowed to remove records from the Records
Center.
You may retrieve individual file
folders or boxes by:
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Sending an e-mail to Records
Retrieval on Outlook, or
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Sending a Records Retrieval
Request Form via campus mail, or
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Calling the Record Analyst's
office.
Requests should include the following
information:
Retrieval requests will be processed
Monday through Friday 9:00 a.m. to 4:00 p.m. Please note that the
Records Storage Center is at DCC. Location and retrieval procedures
require as much advanced notification from departments as possible.
Hard copies or requested documents will be pulled within 24 hours and
sent through interoffice mail. Emergency requests will be handled as
quickly as possible.
Records Storage Center staff are
able to conduct records searches for specific information at the request
of a department.
When ready, records can be delivered
by:
When you have finished using the
records they should be returned promptly. All requested documents must
be returned to the DCC Records Storage Center within two (2) weeks of
the request date. If they are to be retained permanently in the department,
please let us know.
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Call Archives and Records Management
at x1635 or x1647 to request a Records Transmittal Form.
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Pack material in standard records
storage boxes measuring 12" x 15" x 10".
Note: Records Management
does not supply boxes. Each department should order their own
boxes through the 2003 Staples catalog, page 364 stock item #513226.
Each box holds about
one half of a file drawer. Pack nothing higher than the top edge
of the box to ensure proper storage. Do not send hanging file folders
as they break the box edges. Leave approximately one to two inches
free in each box to facilitate servicing.
If material is being sent
for shredding, box it in sturdy containers. You do not need to use
records storage boxes. Make sure the boxes are securely closed.
Mark the outside of the box with 'DESTROY' or 'TO BE SHREDDED.'
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Number the boxes per your department
system. The department or office name should be written in full
on Box 1, but may be abbreviated on all subsequent boxes.
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Fill out the Records Transmittal
Form. Please type the form or write legibly. Fill out one (1)
form for each box transferred. Choose which service you are
requesting: Inactive Storage, Microfilming or Destruction.
The material can then be transferred to the Records Storage Center
at DCC.
Records Management requires
a listing of folder titles or at least an inclusive description
of what is in each box. A descriptive list of records requiring
transfer benefits both the department and Records Management. Should
you need to retrieve a folder or document, it is your department's
responsibility to be able to identify which box the folder or document
is in.
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Place the Records Transmittal
Form and descriptive listing in Box 1. Call Records Management at
x1635 or x1647 to arrange pick-up of boxes.
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