MACRAO: Re: Info for Fall MACRAO Meeting

I know we will have a conference phone in there that is supposed to be able to handle 4-5 lines at a time, but I won't be able to test it until the day of the conference. Send me the name,phone number and what session they want to be called into and I will make sure that (assuming everything happens as planned) they are called for that session. I will have to call each person that needs to be in the conference vs. them calling in.

At this point it is promising, but I also know murphy's law is always in play

Charity

From: MACRAO Listserv <MACRAO@LISTSERV.GFCMSU.EDU> on behalf of Campeau, Tony <tcampeau@MONTANA.EDU>
Sent: Tuesday, October 20, 2015 12:07 PM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Re: Info for Fall MACRAO Meeting

Any word on the phone situation? We have a person who is VERY interested in the reporting NSC presentation but may not be able to attend, might they be able to listen in/ask questions?

Thanks

Tony Campeau

Registrar

Montana State University

406.994.2604

RESPECT … INTEGRITY … STUDENT SUCCESS … EXCELLENCE

From: MACRAO Listserv [mailto:MACRAO@listserv.gfcmsu.edu] On Behalf Of Charity Walters
Sent: Monday, October 19, 2015 4:44 PM
To: MACRAO@listserv.gfcmsu.edu
Subject: Re: Info for Fall MACRAO Meeting

Agree, when I rewrote UMW's record retention policy the 2014 was invaluable. If anyone would like to see the book I'd be happy to bring it to the meetings. And even as a person who likes a clean vault J, I have to agree with you the retention timelines do seem to be shrinking and as record keepers we have to consider not only what is recommended but also our long term office responsibilities when developing record/retention documents. Should be a great conversation.

I'm not quite sure of the phone situation yet (so no promises), but we are working on having a conference phone in the room as there is one or two people who are interested in the TAAACT session but could not make the meeting. If you send me your phone number Jane (send to Charity.walters@umwestern.edu) I will see what we can do to conference you into this session so you can hear the record/retention conversation.

Charity

From: MACRAO Listserv [mailto:MACRAO@LISTSERV.GFCMSU.EDU] On Behalf Of Jane Stuart
Sent: Monday, October 19, 2015 3:10 PM
To: MACRAO@LISTSERV.GFCMSU.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.

Thanks-

Jessica

Jessica M. Brubaker

Associate Legal Counsel

Montana University System

2500 Broadway

Helena, MT 59601

406-444-0314

jbrubaker@montana.edu

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