I don't know if anyone else is doing this. Permanent is, well -
permanent and the medium we use to manage these records isn't a
permanent medium. It's the only record we have that is permanent.
Other records that you might consider permenent are transferred to the
University Archives. So, as we look at how to manage the transcript,
how often it is accessed once a student leaves the University, and what
our real responsibilities to the student are, I believe that we can come
up with a numerical retention that will satisfy our administrative
needs. We certainly look at the AACRAO guidelines for retention, but we
don't always follow them because unless there is a legal or regulatory
reason to keep the information, we set retentions based on our own needs
and uses.
Coming up with a number, and I expect it to be somewhere between 40 and
50 years, will allow us to put into place the other mechanisms to make
sure that the information is maintained properly in whatever format is
used. We currently have an electronic transcript, but what will it be
in the future? I want to make sure that we have a process that can
change as the medium changes and as the needs for that information
change. Retention schedules, even for transcripts, should never be
static. They are meant to change and be updated.
Susan
Susan McKinney, CRM
Director, Records & Information Management
University of Minnesota
100 Church Street SE
502 Morrill Hall
Campus Mail Code 0263
Minneapolis, MN 55455
612-625-3497
612-626-4434 (fax)
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Paula Johnson
Sent: Friday, August 28, 2009 11:51 AM
To: [log in to unmask]
Subject: Re: student academic records, WAS Hello and a Question
Susan,
As your campus considers this change, are you aware of other
Universities or AACRAO also considering a move towards a formal
retention period?
We are re-writing our UC retention schedule and this has been a topic of
discussion here in San Diego, but most do not lean towards a set time
frame.
Paula Johnson, CRM
Director, Policy & Records Administration UC San Diego 9500 Gilman
Drive, MC 0014 La Jolla, CA 92093
858-534-2552
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of mckinney, susan
Sent: Friday, August 28, 2009 9:42 AM
To: [log in to unmask]
Subject: [RM] student academic records, WAS Hello and a Question
Stacy:
The University of Minnesota is actually considering changing the
retention of the student transcript from permanent to something more
quantitative, such as 50 years after last date of attendance. This is
because with electronic records, the information maintained on the
transcript is so sparse, and is courses, grades and an address. We do
not even put a birth year or other identifying information on the
transcript. Years ago, when the student records were handwritten on
linen, there was quite a bit of information that might be useful to
historians. I don't believe that this the case today.
Susan
Susan McKinney, CRM
Director, Records & Information Management University of Minnesota 100
Church Street SE
502 Morrill Hall
Campus Mail Code 0263
Minneapolis, MN 55455
612-625-3497
612-626-4434 (fax)
[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already
present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of
the message.
mailto:[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already
present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of
the message.
mailto:[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
