Records

• Records Information
• How to Send Records to Archives / Forms
• Procedures and Services
• Records Retention Schedule
• Media and Formats

Records Information

• Records - Mission
• Oregon Public Records - Definitions and Policies
• Access and Confidentiality
• Disaster Preparedness, Response and Recovery
• Organizational Changes

The Records Program assists the college community in systematically managing the appraisal, scheduling, storage, and disposition of college records.

Lane Community College is a public institution and its records are governed by the public records laws of Oregon. 

• Definition of a Public Record:
  • Oregon Revised Statute - ORS 192
• "Public record" includes, but is not limited to, a document, book, paper, photograph, file, sound recording, machine readable electronic record, or other material regardless of physical form or characteristics, made, received, filed, or recorded in the pursuance of law or in connection with the transaction of public business, whether or not confidential or restricted in use." [ORS 192.005 (5)]
• "Public record" includes any writing containing information relating to the conduct of the public's business ... prepared, owned, used or retained by a public body regardless of physical form or characteristics. [ORS 192.410 (4)]
• "Writing" means handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, files, facsimiles or electronic recordings. [ORS 192.410 (6)]
  
  
• State Records Policy:
  • Oregon Administrative Rule - OAR 166-05-000
  • "It is the policy of the State of Oregon to assure the preservation of records essential to meet the needs of the state, its political subdivisions, and its citizens, and to assure the prompt destruction of records without continuing value."
    
    
• Public Access Policy:
  • ORS 192.430 requires the custodian of public records to provide access to public records, including those maintained in electronic form.
  • Records which are exempt from public disclosure are listed in either the Oregon Revised Statutes (mainly ORS 192) or in the Oregon Administrative Rules.
    
    
• Authorization for Records Retention or Disposition:
  • ORS 192.105 allows the State Archivist to authorize the retention or disposition of public records based upon the value of the public records for legal, administrative or research purposes and directs the State Archivist to establish rules for the retention or disposition of public records.
  • OAR 166-05-005 provides procedures for the orderly retention and destruction of public records, including procedures for obtaining lawful authority to destroy, or otherwise dispose of, public records.
  • OAR 166-450 contains the records retention schedule for community colleges which gives Lane Community College the authority to lawfully dispose of records.
    

Access and Confidentiality 

Records stored in the Records Center are in the physical care of Archives and Records Management; however, legal custody of the records remains with the department, office, program, or person who created and maintained the records.  The creating department and the staff of Archives and Records Management have access to the records. However, the creating department controls access to the records and the Archives refers any requests for access to records stored by the Archives to the creating department(s).

Access to public records, especially to student records and personnel records, may be limited because of privacy concerns.  The confidentiality of records, access to public records, and the handling of requests for information are governed by several state and federal statutes and administrative rules.

• ORS 192.501-505 governs the exemption from disclosure of public records.
• OAR 581-041-0410--0530 governs privacy rights and information reporting in community colleges.
• FERPA, the Family Educational Rights and Privacy Act (Buckley Amendment) 20 USCA Section 1232g, governs access to information in student records. (also known as 34CFR99)

Procedures:

• For policies and procedures concerning access to personnel information, contact Human Resources.
• For policies and procedures concerning access to student records, contact Enrollment Services.
• Other questions about access and confidentiality issues should be referred to the college archivist or appropriate department.

Damage to records from water, fire and other natural and man-made disasters is inevitable. The Archives has a Disaster Response and Recovery Plan and the college Archivist is trained to handle damaged records on a limited basis.

Procedures:

• Contact the Archivist for advice and assistance in responding to an emergency and to recover records that have suffered water or other damage.
• Contact the Archivist to set up vital records programs to insure the preservation of records that are needed to continue or re-establish operations following a disaster.

Organizational Changes

The records of programs, departments, offices, or other academic or administrative units that have been eliminated, reassigned or combined with another unit should be transferred to the Archives for proper retention, disposition, and preservation.