Records created, received, or used by Salish Kootenai College in the course of its operations and activities are to be retained and disposed of in manners that support the operational, administrative, and legal expectations of the institution. The objective of this policy is to provide expectations of record management that allows Salish Kootenai College (“the College” or “SKC”) to meet the College’s internal operational needs as well as to meet external expectations related to institutional records.

All record formats, including paper and electronic formats, are subject to this policy. This policy applies to all records maintained by SKC faculty, students, staff, and administration, as well as to others who may have access to SKC records through affiliation with the College as members of the Board of Directors, volunteers, or in other capacities. All records, regardless of location, remain the property of Salish Kootenai College.

Departments must maintain college records in a manner that provides (1) access for faculty and staff to carry out normal job responsibilities, (2) reasonable protection against misuse, misplacement, loss, destruction, damage, or theft, and (3) storage and organization such that records are available to external entities as required by federal statutes, grants, or other regulations and standards.

All records should be stored and safeguarded with the level of security commensurate with the sensitivity of information contained within the record.  Every effort should be made to protect records from inappropriate access. Student records must be maintained in a manner compliant with the Family Educational Right to Privacy Act (FERPA). FERPA defines Student Educational Records as those records “that are directly related to a student and are maintained by an educational agency or institution or by a third party acting on behalf of the agency or institution.” Procedure 170.00, General Records Retention Schedule, provides specific guidance for the management and disposition of college records.

History: 

Approved 5/8/2020