MACRAO: FW: Info for Fall MACRAO Meeting

Tuesday, October 20, 2015

FW: Info for Fall MACRAO Meeting

See the message below from Jessica!

From: Brubaker, Jessica
Sent: Tuesday, October 20, 2015 9:17 AM
To: 'Jane Stuart' <stuartj@msun.edu>; MACRAO Listserv <MACRAO@LISTSERV.GFCMSU.EDU>
Subject: RE: Info for Fall MACRAO Meeting

Yes, the most recent AACRAO edition (2014) was used.

Thanks-

Jessica

Jessica M. Brubaker

Associate Legal Counsel

Montana University System

2500 Broadway

Helena, MT 59601

406-444-0314

jbrubaker@montana.edu

From: Jane Stuart [mailto:stuartj@msun.edu]
Sent: Monday, October 19, 2015 3:10 PM
To: MACRAO Listserv <MACRAO@LISTSERV.GFCMSU.EDU>
Cc: Brubaker, Jessica <jbrubaker@montana.edu>
Subject: RE: Info for Fall MACRAO Meeting

I found the 2014 edition of Retention, Disposal, and Archive of Student Records by AACRAO to be quite concise, helpful, and offering excellent guidance. The 2001 edition was, however, extremely lacking. Are we consulting the most current edition of AACRAO’s recommendations?

Also, (just a thought to keep in mind) historically, recommended record retention has gone from 7 years to 5 years and, now, to 3 years. Our system form, Transmittal of Application Materials, currently states 5 years. If our recommended retention of materials changes to 3, then this form/policy and any others affected by the availability of records will need to be updated, as well.

I’ll look forward to the minutes to see how the discussion went.

Jane Stuart
Administrative Associate
Registrar's Office
MSU-Northern
406-265-3703 office; 406-265-3788 fax

stuartj@msun.edu

“There is nothing noble in being superior to your fellow man; true nobility is being superior to your former self.”
- Ernest Hemingway

From: MACRAO Listserv [mailto:MACRAO@LISTSERV.GFCMSU.EDU] On Behalf Of Kristi Peterson
Sent: Monday, October 19, 2015 2:06 PM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Info for Fall MACRAO Meeting

Hello Everyone!

Jessica Brubaker from MUS will be presenting at the meeting this week. She forwarded the two attached documents for our members to review before her presentation. I have included her email below to share with you. It will give you a preview of the discussion!

Kristi

Hi Kristi-

Could you please forward this email to the MACRAO group for our discussion on Records Retention Guidelines? As you and I discussed earlier, I have been working with Leslie Taylor (MSU Legal Counsel) and Donna Mccrea (Head of Archives at UM) to come up with a records retention schedule for the system - these would be minimum periods of retention, departments can decide to hold on to records for longer if they want. At this point, we have a working draft and are going to start sharing specific sections with the departments to which those sections apply.

I have attached the draft introductory language for the records retention guidelines, and the draft Student Records section. We adopted AACRAO’s suggested retention periods whenever we could, but would like to get input from the MACRAO group about the proposed guidelines. The yellow highlighting indicates items for which AACRAO assigned a retention period of “until administrative need is satisfied.” We would like to have a set minimum for each period, and so assigned time periods for those based on what other institutions do and/or what seemed reasonable. I am hoping that the group can pay special attention to these highlighted sections as there was no clear guidance from AACRAO.