Records Management FAQs

What is a record?

Records are the evidence of what Stonehill does as an organization. They capture the college's business activities and transactions such as correspondence, student records, events, donations, and personnel issues to name a few.

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What is document retention?

Document retention is the systematic control of records throughout their life cycle.

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What is a retention schedule?

Retention schedules is a list that names the types of records maintained by each department and/or office at Stonehill College. This list then specifies the period time for retaining those records.

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Why do we have a General Schedule?

The General Schedule lists records that are common to all departments across the College including but not limited to correspondence, office copies of finance and personnel records.

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Why does Stonehill College do this?

We want to avoid the risk of appearing to destroy records selectively. We want to be able to easily produce documents when a discovery request is received. We want to free-up storage space. We want to ensure a complete record of the College's activities.

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What is the document retention policy?

The policy is a set of guidelines that Stonehill College must follow in order to determine how long certain types of records should be kept, including email. http://campus.stonehill.edu/legal/policies.htm

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What does a records liaison do?

A records liaison is a person(s) in each department selected to be responsible for the retention and destruction of records. This person becomes the point of contact for each department in the creation of retention schedules and the destruction of records. This person is responsible for spreading the word to their department about retention times/destructions.

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What is a legal hold?

If a lawsuit is filed or imminent, or a legal document request has been made upon Stonehill College, all record destruction must cease immediately. The Office of the General Counsel shall notify a Division Head when instance occurs, and the Division Head shall ensure that all applicable record destruction is suspended within his or her division.

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What do I do if my department receives a subpoena?

If your department receives a subpoena, please send it to the General Counsel's Office ASAP, there is usually a date in which we need to have the records collected by and sent out to be in compliance with the request.

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When do we destroy records?

We destroy records in August and January. Depending if your department runs on a calendar year or the fiscal year, depends on when your records should be destroyed. If a department runs on the fiscal year, then shredding should be in August. If calendar year, January.

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What is the office of record?

The office of record is the department of office responsible for maintaining the official records for the total records retention.
Examples:
Personnel Files- Office of Record: Human Resources
Expense Reports- Office of Record: Finance
Press Release- Office of Record: Media Relations

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If I destroy the paper do I have to delete the electronic copy?

The box should have the department, destruction date, and what the records are.

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Where do I send my disposition form?

Please send your disposition form to the Office of the General Counsel.

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How do I destroy CD's or DVD's?

You can just cut or break the CD's or DVD's.

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How do I destroy CD's or DVD's?

You can just cut or break the CD's or DVD's.

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What is the Archives?

Founded by the History Club in 1968, with the goal of preserving the College's history, the College Archives currently holds more than 600 linear feet of records, photographs and artifacts from the College's founding in 1948 to the present. The archives are organized according to the College’s governance structure. Holdings include the papers from past presidents, deans, academic departments, administrative offices, and student organizations. In addition, the archives holds various Stonehill publications, a large photograph collection and a video collection of College events dating from the late 1980’s to the present.

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How do I change my department's retention schedule?

Old tests can be destroyed because they are not considered a college record. We recommend that if they have personal information and grades on them that they are shredded.

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What do I do with old student tests?

This is going to be added to the general schedule with "remain until no longer of administrative need".

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I'm confused, who do I call?

Please call or email Liz Greco x1404 or egreco@stonehill.edu

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