Records Management Policies & Schedules
Policies and Guidelines
- Emerson College Records Management Policy (approved February 1, 2012)
- Records Management Program Procedures Manual
- Preservation File Format Standards for Electronic Records
- Email Management Guidelines
- Consultation Request
- Guidelines for Transferring Permanent Records to Archives
- Inactive Records Transfer Guidelines for Off-Site Storage
Records Retention and Disposition Schedules
The Records Retention and Disposition Schedule provides information on the ownership, retention, and disposition of Emerson College records by identifying who holds the records, how long they need to keep the records, and what they need to ultimately do with the records.
Below you will find a table listing major functions performed and/or types of records created and maintained at Emerson College. By clicking on the numbered links next to the record class you can find the authorized retention periods for records within that category. All institutional records should be destroyed in a secure manner when their retention period has been met, or transferred to the College Archives for permanent retention and access as dictated by this schedule.
For assistance in interpreting or implementing the schedules, creating a department-specific records policy, locating the retention and disposition requirements for your records or any other questions, please contact the Records Management Team.
|000||General Administrative Records – Meeting minutes and reports. This also includes speeches, press releases, publications, and marketing materials generated by the College to communicate to the Emerson College community or the general public.|
|100||Academic Records - Records that document teaching and learning, such as course schedules and descriptions, syllabi, and handbooks. Funded and unfunded grant records and grant and contract accounting records. Faculty personnel records including tenure and promotion records. This schedule does not cover the teaching, research, professional, or personal files of the faculty.|
|200||Student Records - Graduate and undergraduate matriculated and non-matriculated student records.|
|300||Financial Management – Investments, budgeting, accounts payable/receivable, financial reports, audits, and billing.|
|400||Human Resources Management – Employee records, handbooks, benefits and payroll.|
|500||Governance – Board of Trustees, by-laws, and policies.|
|600||Development & Alumni – Donations, gift agreements, and alumni records.|
|700||Construction/Facilities Management – Architectural drawings, building maintenance records, and contracts.|
|800||Legal – Copyright, trademark, consent orders, court orders, judgments, releases, and settlements.|
|900||Police Department – Accident Reports, crime logs, incident reports, property damage reports, and daily logs.|
|1000||Medical – Records created by any units or centers that provide medical treatment.|
If your department or office receives a notice of a Records Preservation/Hold Order you must comply with the instructions from General Counsel’s office. A Records Preservation/Hold Order is an internal procedure to ensure that certain information is preserved which may be needed for reasonably anticipated or actual government investigation, audit, or litigation. A Records Preservation/Hold Order temporarily over-rides the retention period stated in the Records Retention and Disposition Schedule, and suspends destruction for the affected records until the Records Preservation/Hold Order is released.