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    Student Information
    – 75 Year Restriction

    (FERPA refers to these as Education Records)

    Retain and restrict, but only if it is the record copy and designated as a permanent record.  
    Remove student papers, grades, and examinations with student names.
    Remove and destroy letters of recommendation, except from faculty papers collections.

     

    Examples

    Likely Locations

    • Admission information for students accepted by and enrolled at MIT

    • Biographical information including:

      • date and place of birth

      • gender

      • nationality

      • information about race and ethnicity

      • identification photographs

    • Transcripts

    • Grades, test scores, courses taken, academic specialization and activities,
      and official communications

    • Course work, including papers and exams

    • Communications that are part of the academic process between a
      student / teaching staff or student / classmates

    • UROP and other internship program records

    • Students’ financial records

    • Disciplinary records

    • Letters of recommendation

    • Committee on Discipline records

    • Department records

    • UROP records

    • Faculty personal papers

    • Dean Undergraduate Education records

    • Dean Graduate School records

    • Offices with disciplinary and counseling responsibilities records

    Additional Resources

    Registrar’s Office: Records privacy & access 

    MIT Policies & Procedures: Section 11.3 Privacy of Student Records

    Disciplinary records: MIT Committee on Discipline 

    FERPA (Family Educational Rights and Privacy Act) a.k.a. “Buckley Amendment”

     Archives record schedules: “Record” copy and permanent record schedule

    Personnel Records
    – 75 Year Restriction

     

    Retain, but only if it is the record copy and designated as a permanent record.
    Restrict names on container lists.
    If not a record copy, destroy (shred).


    Examples

    Likely Locations

    • Tenure cases

    • Staff performance evaluations

    • Search, appointment files

    • Promotion files

    • Affirmative action

    • Salary

    • Conflict of interest forms

    • Outside professional activities forms

    • Benefits records

    • Retirement plan records

    • Human Resources records

    • Deans of Schools records

    • Office or program directors’ and heads of departments’ records

    • Provost Office records

    • Papers of faculty who served on tenure committees

    • Papers of faculty who were heads of departments

    • Correspondence series in all of the above


    Additional Resources

    MIT Human Resources: Guidelines for Retaining Personnel Files

    MIT Employment Policy Manual 

    MIT Policies and Procedures Manual 

    Archives record schedules: “Record” copy and permanent record schedule

    MIT Corporation Records
    – 50 Year Restriction

    Is it the record copy?

    • If record copy, mark for restrictions, especially when within another collection.

    • If not, speak with Associate Head for Collections on retaining or not.

     

    Examples

    Likely Locations

    • Presidential search committee records

    • Fundraising records

    • Visiting committee records

    • Minutes of meetings

    • High level planning records

    • Standing committees of the Corporation

      • Executive

      • Membership

      • Investment

      • Development

    • Annual committees

      • Auditing

      • Corporation Joint Committee on Institute-Wide Affairs (CJAC)

    • Presidential search committees

    • Visiting committees

    • Chairman of the Corporation

    • Vice-President and Secretary of the Corporation

    • President

    • Treasurer

    • Executive Vice President

    • Provost

    • Department and units’ visiting committee records

    Medical, Experiment Records
    – 75 Year Restriction

    Determine what kind of record it is.

    • Is it the record copy?
    • Are there laws regarding retention?
    • What are MIT needs?

    Restrict names on lists. Speak with Archivist for Collections on final decisions.

     

    Examples

    Likely Locations

    • Patient records

    • Consent forms

    • Human research applications and approvals

    • COUHES (Committee on the Use of Humans as Experimental Subjects) records

    • Faculty

    • Personal papers

    • Medical Department records

    • Research project records

    • Grant records

     

    Additional Resources

    MIT Policies & Procedures: Section 14.3 Research on Human Subjects 

    COUHES (Committee on the Use of Humans as Experimental Subjects) 

    COUHES: HIPAA Guidance Document

    Massachusetts state law (MGL ch.111, s. 70)  

    U.S. law –CFR section 45 Code of Federal Regulations

    Archives record schedules: “Record” copy and permanent record schedule

    Legal Records
    – 75 Year Restriction

     Is it the record copy?

    • If record copy, mark for restrictions, especially when within another collection.

    • If not the record copy, speak with Archivist for Collections on retaining or not.

     

    Examples

    Likely Locations

    • Environmental and Health Safety (EHS) records

    • Court cases

    • Gifts

    • Property records

    • Corporate relations files

    • Office of Insurance and Legal Affairs records

    • Safety Office records

    • Treasurer's Office records

    • Real Estate Office records

    • Industrial Liaison Office records

    • Office of Corporate Relations records

    • Palmer and Dodge

    • Herrick and Smith


    Additional Resources

    MIT. Policies and Procedures Manual 

     

     

    Donor And Gifts Records
    – 75 Year Restriction

    Appraise, if permanent, restrict.
    Restrict names on container lists.

     

    Examples

    Likely Locations

    • Alumni/ae donor prospects

    • Fundraising campaign records, “campaign-giving”

    • Business donors, corporate sponsors

    • Correspondence

    • Gifts

    • Endowed professorships

    • Corporation Development Committee records

    • Treasurer’s Office records

    • Vice President for Resource Development records

    • Office of Resource Development records

    • Alumni/ Alumnae Association records

    • Department records

    • Office of the President records

    • Office of the Chairman of the Corporation records

    • Office of Corporate Relations records

    • Planning Office records

     

     

     

    • No labels

    MIT. Libraries. Distinctive Collections.
    Archives Processing Manual.