Records Management Policies at ISU
The ISU Records Management Program was initiated in FY 2000 in response to the State Archivist at the direction of President Bowen. The policies related to the Program arise from the legal requirements of the Idaho Public Records Law and related Idaho Code, State Board of Education guidance and legislative rules, as well as applicable federal regulations. Detailed information on the laws and regulations are included within the State Board of Education Higher Education Records Management Plan Guide. ISU policies have been updated to reflect the establishment of the Records Management Program (see Faculty/Staff Handbook). As policy changes or increases in detail, this web site will reflect those changes.
The following guidance should be followed:
There is a general moratorium on the destruction of records without prior approval of the Records Manager. This is intended to avoid accidental destruction of permanent or archival records, and confidential records going into regular trash and recycling. It does not mean no records are being destroyed, only that we need to document which ones are being purged. This documentation serves to protect the offices of origin and the institution from legal and related issues (see How-to - Records Destruction at ISU).
The Records Manager is authorized to access most files of the University, and works under a Confidentiality Agreement. With very few exceptions, ex: some legal files of the Office of General Counsel, all other records and information materials should be made available for records survey and inventory processes. This level of access is necessary for the development of accurate retention schedules and policies. Office visits to view records/files will always be on an appointment basis. The Records Manager encourages any personnel to contact her with questions or concerns.
Oversight of the Records Management Program
To serve as oversight for the Program and to participate in policy
and procedure development, a Records Management Advisory Committee
(RMAC) was created during FY 2000. It is composed of personnel
appointed by Dr. Bowen at the request of the Records Manager.
The members are:
- Brad Hall, University Counsel
- Barbara Adamcik, Asst. V.P. Academic Affairs
- Roger Egan, Controller
- Randy Gaines, Chief Technology Officer, Computing & Communications Services
- Dr. Alan Frantz, Director, Registration and Records
- Bonnie Frantz, Associate Director, Student Affairs
- Robin Stanger, Library Assistant I
- Jeff Madsen, Facilities Services (Space Planning)
In addition, there are three ex-officio members.
- Sandra Shropshire, Dean of Library
- Two (2) Faculty Representatives selected by Faculty Senate
- Erika Schulte, Arts & Sciences, Music
- Dr. David Beard, Computer Information Systems, College of
Members list updated October, 2006
From time to time working groups may be formed in support of the program.
What rules and regulations govern higher education records in Idaho?
- The Idaho Public Records Law. The primary legislation, or rule of law, applicable to state agency records in Idaho is the Public Records Law, or Title 9, Evidence, Chapter 3, Public Writing, commonly noted as 9-337 through 9-347. These codes include language detailing public records definitions, rights of the public to examine public records, some exemptions (which do not relate to typical higher education conditions), and the directive requiring agencies to have guidelines on how to manage their records.
- While the Public Records Law is quite broad, some records-related areas have been further specified in additional Idaho Code.
- Records Management Manual. State Government and State Affairs/Department of Administration 67-5752.
- Photographic or Digital Retention of Records. Evidence, Public Writing, 9-328.
- Preservation of Records - Written Contracts - Void Contracts. State Government and State Affairs/Department of Administration 67-5725.
- Retention of Electronic Records - Originals. Commercial Transactions/Uniform Electronics Transactions Act 28-50-112.
Related Records Management Policies
As an institution receiving both state and federal funding, ISU comes under many specific requirements for record keeping. Custodial relationships with federal and state agencies include restrictions concerning records management, for example,
- FERPA (Family Educational Rights and Privacy Act) regulates access to student records, even by faculty, to very specific conditions;
- Idaho Natural History Museum has special directions about certain records maintained for federal agencies with related scope-of-work, like U.S. Bureau of Land Management; and
- Grants and contracts usually specify records requirements in the body of the associated agreements.
- Medical information about clients and patients treated by ISU's
teaching clinics potentially fall under the requirements of:
- Human Subjects rules
- Nuclear Regulatory Commission. For some institutions, the addition of nuclear medicine or physics programs including the use of radiological materials as part of laboratory programs can bring them under the rules of this commission.
- U.S. Wage and Hour/Internal Revenue Service/Americans with Disabilities Act. A wide variety of federal agencies and programs have regulations that apply to higher education.
Please contact the Records Manager if you wonder if these or any other policies apply to your department's or project's records.
- AACRAO - American Association of College Registrar and Admissions Officers. The organization is authorized by the U.S. Department of Education to communicate the standards and requirements for student registration and admissions records, with attention to FERPA. Compliance with AACRAO guidance is also directly tied to institutional federal financial aid eligibility.
- NCAA - National College Athletics Association. Less formal than AACRAO, this organization is tied to the U.S. Department of Education financial aid eligibility system, as well as Title IX and ADA .
- NACUBO - http://www.nacubo.org/ National Association College & University Business Officers.
- OSFAP - Office of Student Financial Assistance Programs. This arm of the U.S. Department of Education has been formed to assist federal aid-granting agencies and higher education institutions with the changes and complexities of student financial aid requirements.
- NCATE- National Council for Accreditation of Teacher Education
- FDA - (Human subjects projects) http://www.fda.gov/oc/ohrt/irbs/
Last updated: 01/23/2012