Records Management

You'll find:

• The LC records management program statement, including its purpose, objectives, and responsibilities 
• Services offered by the College Archives to support records management on campus
• Links to the official policy documentation that supports the records management program

The purpose of the Luther College Records and Information Management Program is to establish institution-wide best-practices and routines regarding the creation, maintenance, review, retention, preservation, and destruction of records, both physical and digital, and provide guidance to campus offices regarding the same.

The objectives of the Luther College Records and Information Program are:

• Protect vital College records
• Support legal compliance and mitigate risk
• Support the incorporation of records management into regular office practices
• Transfer records of historical college value to the Archives
• Removal of files no longer needed for operational or historical purposes
• Promote effective retrieval of information through the organization of important records
• Collaborate with ITS and other campus entities regarding data management
• Provide guidance to campus personnel

The following individuals and offices have specific roles related to records management at Luther College. 

The Board of Regents is responsible for: 

• Reviewing and approving the Records Management Policy and Retention Schedule on a regular basis 

The Information Security Council is responsible for:

• Providing oversight of information security, including data governance
• Reviewing revisions to the Records Management Policy and Retention Schedule

The Office of the Provost is responsible for:

• Providing avenues for education on records management for faculty/staff
• Overseeing compliance of academic departments through the assignment of Records Liaison Officers

The College Archivist Librarian is responsible for: 

• Maintaining, reviewing, and updating the records management policy and records retention schedule(s)
• Keeping aware of local, state, and federal laws relating to records retention
• Keeping aware of records management best practices
• Developing and providing training opportunities related to records management for campus personnel
• Collaborating with ITS in ensuring the appropriate security and preservation of appropriate digital records
• Providing guidance to campus offices regarding records management policies and practices
• Coordinating confidential destruction of approved records
• Preserving records designated for permanent retention in the Luther College Archives 

The Records Liaison Officers (RELOs), as designated, are responsible for:

• Coordinating records management activities within their department
• Ensuring records are being kept as required per the records management policy
• Representing their department when reviewing records management policies and procedures
• Consulting records management procedures and liaising with the College Archivist Librarian and department when necessary
• Identifying or assisting colleagues in identifying records ready for transfer or confidential destruction using the records retention schedule and other guidance
• Preparing or assisting colleagues in preparing records for transfer to the Archives, including completing the records transfer or confidential shredding forms, box inventories, and records transfer cover sheet(s)
• Contacting the College Archivist Librarian before records are transferred either for archiving or destruction

All Departments, Faculty, and Staff are responsible for maintaining records in accordance with the guidelines and procedures described in the records management policy and consulting with their Records Liaison Officers or the College Archivist Librarian as necessary. 

 The Luther College Archives offers several services to assist offices and departments   with records management. These include: 

• Creating, maintaining, implementing, publishing, and reviewing retention schedules
• Providing guidance on record-keeping and implementing the records management policy
• Developing workflows for transferring records to the Archives
• Coordinating confidential destruction of approved records.
• Developing and providing training, workshops, and other educational opportunities related to records and information management for campus personnel

Want to set up a training or have a customized retention schedule created for your office's records? Contact the College Archivist Librarian! 

The Luther College Records and Information Management Program is formally documented in the Records Management Policy and Records Retention Schedule. These policies are reviewed annually by the Information Security Council, with proposed revisions submitted to the Board of Regents. Additional documentation includes the Records Transfer Form, Confidential Shredding Form, and Records Transfer Cover Sheet.