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.
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.
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 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
- Records management consultation
- New York State Records Retention Schedule
- Secure records storage, retrieval and
- A high quality micrographics service
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.
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
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.
Only "inactive" records (those referenced by
your department once a month or less) will be accepted for storage.
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.
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.
All boxes must be labeled with the following
- 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)
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
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
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.
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.
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.
Departments may only access
their own records from the Records
You may retrieve individual file
folders or boxes by:
Emailing "Archives and Records
Management" or "Records Retrieval"
Calling the Records
Management office at ext. 1635 for emergency situations
Requests should include the following
Box number or microfilm
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
Small files and single
documents can be scanned and emailed
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.
1. Records stored at the
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
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
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
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
2. Records stored at the Records Storage Center:
The College Archives preserves records
the history, organization, policies, procedures and activities of the
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
A Records Destruction Authorization Form is
sent to the department head/designee for signature and must be
returned to Archives and Records Management.
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
The College Archives is located on the 4th floor of
the LeRoy V. Good Library.
- Acquire and preserve records of enduring
value produced by college offices, faculty, staff and students.
- Arrange and describe records in accordance
with archival standards.
- Make records accessible for research in accordance
with archival policy.