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idaccess-category
classaccess-cards
Card
idstudent
labelStudent Information
classaccess-card

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 and / teaching staff or a student and other students in the classstudent / 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

How to Handle

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.

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

Card
idpersonnel
labelPersonnel
classaccess-card

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

How to Handle

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).


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


Card
stylepadding:15px;margin:0px;
idcorporation
labelCorporation
classaccess-card

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

Likely Locations

  • 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

How to Handle

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.

Card
labelMedical / Experiment Records
classaccess-card

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

Likely Locations

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

  • Faculty

  • Personal papers

  • Medical Department records

  • Research project records

  • Grant records

How to Handle

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.


    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


    Card
    labelLegal Records
    classaccess-card

    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

    Likely Locations

    • 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

    How to Handle

    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.


    Additional Resources

    MIT. Policies and Procedures Manual 

    Card
    labelPersonal Legal DocumentsDonor and Gifts Records
    classaccess-card

    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

    Personal Legal Documents

    Examples

    • Deeds

    • Passports

    • Insurance records

    • Medical information

    • Tax records

    • Vital records

    Likely Locations

    • Faculty personal papers

    How to Handle

    Remove and return to donor or destroy, with permission.

    Additional Resources

    Correspondence in control file.

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