MCC Daily Tribune
Moving Records Management to Institutional Compliance & Internal Audit: What We Heard and What Comes Next
The Internal Audit Office and Library Service would like to thank the campus community for the thoughtful feedback shared during SCAA’s January open comment period regarding the proposal to realign Records Management (RM) under the Institutional Compliance & Internal Audit Office. We also extend sincere appreciation to SCAA for gathering and synthesizing comments from faculty senators, staff across departments, and individuals who engaged through the Trib announcement, email correspondence, and in‑person conversations.
Overall, the campus community is supportive of improving organizational clarity. At the same time, many people asked for clearer explanations of what RM actually does, how it’s different from Archives, and what this move will mean day‑to‑day. Below is a breakdown of the major themes we heard and how we’re responding.
Clarifying What’s Changing and What Isn’t
A lot of questions stemmed from the long‑standing name “Archives & Records Management.” To clarify, archival functions remain entirely within Library Services, and the College Archives are not being relocated, restructured, or altered as part of this process. This transition affects Records Management only, which will now align with the Institutional Compliance & Internal Audit Office, a model used widely across SUNY due to the function’s strong connection to compliance, regulatory requirements, and institutional accountability. While Archives and RM often collaborate, their purposes differ, and this realignment supports those distinctions while preserving their partnership.
Addressing Common Questions
- Who will supervise Records Management?
RM will report to the Institutional Compliance Officer and Internal Auditor, consistent with the structure used at other SUNY campuses. - What about training and continuity?
We heard concerns about managing large volumes of physical records and ensuring reliable retrieval.
Good news: the full‑time Records Management Analyst position has been approved and is moving through the HR posting process. Until the position is filled, RM may have limited capacity to expand training and office hours, but essential services will continue uninterrupted. - How will RM and Library Services work together?
Both teams have already been collaborating throughout this transition and will continue doing so, especially when records have potential historical value. - Will librarian status or student access change?
No. Librarian appointments stay the same, student access to the Archives is unchanged, and RM continues to focus on confidential and sensitive administrative records. - What about recent staffing turnover?
We understand the concern. The Institutional Compliance & Internal Audit Office will prioritize communication, continuity planning, and regular updates to keep the campus informed.
What Records Management Does
Records Management plays a vital role in keeping the College’s information secure, well‑organized, and legally compliant. The team’s work includes applying state and federal retention and disposition schedules, helping departments improve their recordkeeping practices, and overseeing the storage, transfer, consolidation, and disposal of inactive records. RM also supports micrographics and digitization efforts, plans for future storage needs, recommends process improvements, assists with records‑related purchasing, and designs efficient storage layouts. Together, these responsibilities protect the institution, promote transparency, and reduce risk.
Strengthening Communication and Visibility
The Institutional Compliance & Internal Audit Office is taking several steps to make sure the campus stays informed about Records Management and the services it provides. You can expect quarterly Trib updates with reminders and helpful tips, dedicated office hours, and department‑level consultations tailored to your needs. We’ll also offer periodic training sessions for faculty and staff on retention requirements and compliance expectations. In addition, we plan to host an open house so administrators can see how RM operates and ask questions about their recordkeeping responsibilities.
Many people shared that they weren’t fully aware of everything RM handles. This transition is a great chance to increase visibility and help the entire campus better understand how RM supports their work.
Institutional Compliance & Internal Audit and Library Services will continue to coordinate communication throughout this transition to keep everything transparent and clear. A centralized information page, with contact details, service guides, and training materials, will be highlighted in upcoming Trib messages. Departments are also welcome to start scheduling consultations now for help with records inventories, retention questions, storage planning, and digitization projects.
We want to thank SCAA for its thoughtful review of campus feedback, and we appreciate everyone who contributed during the open comment period. This transition isn’t just an organizational update; it’s an opportunity to strengthen Records Management, clarify roles, and deepen collaboration across campus while maintaining a close partnership with Library Services.
Brenda Ronan
Internal Audit
03/04/2026