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Iwasaki Library

Records Retention & Disposition Schedule: Governance

List of Schedules

Schedule Number Records Series
510 Accreditation Records
520 Articles of Incorporation
530 Bylaws
540 Board of Trustee Meeting Minutes
550 Board of Trustee Committee Meeting Minutes
560 College Policies

Warning

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 sets aside 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.


Accreditation Records

These records are the final reports, submissions, and evaluations generated through the accreditation process.  Emerson College is accredited by the New England Association of Schools and Colleges (NEASC).  Only final documents submitted for reaccreditation need to be kept including correspondence between the College and NEASC.  Drafts and working papers can be discarded after the College received re-accreditation.

  Record Holder Retention Period Disposition
Official Record Office of the President Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Until the College receives re-accreditation Confidential Destruction

Articles of Incorporation

These records are the basic charter of the College which spells out the name, basic purpose, incorporators, and its existance as a non-profit.

  Record Holder Retention Period Disposition
Official Record Office of the General Counsel Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Do not retain Confidential Destruction

Bylaws

These records are the written rules for conduct for the organization. They should not be confused with the Articles of Corporation which only state the basic outline of the College. Bylaws generally provide for meetings, elections of a board of directors and officers, filling vacancies, notices, types and duties of officers, committees, assessments and other routine conduct. Bylaws are, in effect a contract among members, and must be formally adopted and/or amended.

  Record Holder Retention Period Disposition
Official Record Office of the General Counsel Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Board of Trustee Meeting Minutes

These records are the official written record of Board of Trustee meetings which take place three times per year.

  Record Holder Retention Period Disposition
Official Record Office of the President Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Board of Trustee Committee Meeting Minutes

These records are the official written record of Trustee committee meetings.

  Record Holder Retention Period Disposition
Official Record Office of the President Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

College Policies

These records are policies created by various departments within the College that may apply to students, faculty, and employees.  Examples of such policies include the Written Information Security Policy, Records Management Policy, Affirmative Action, Copyright, Disability, etc. and most are available on the Emerson College website.

  Record Holder Retention Period Disposition
Official Record Policy Creator Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction