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Overview

Some records created by MIT are restricted either because the governing body of MIT (the Corporation) has restricted them, or because federal or state laws impose restrictions. When arranging records it is important to recognize series of records that may be restricted or are likely to contain restricted records.

MIT, as a private institution, is free to set its own regulations about access to Institute records. MIT is also subject to existing United States and Massachusetts rules and regulations. Records may therefore be restricted because MIT is required to follow federal and state records laws.

MIT’s Record Policies

The MIT Institute Records Access Policy was voted by the MIT Corporation in May, 1980. Institute Archives & Special Collections: Institute Records Access Policy

The MIT Institute Records Collections Policy was voted by the MIT Corporation in May, 1976 and is covered in Policies and Procedures. Institute Archives & Special Collections: Institute Archives Records Collection Policy

see also: MIT Policies & Procedures, Section 11 “Privacy and Disclosure of Personal Information” and  Section 13 “Information Policies”  

Access Restrictions: General Guidelines 

Institute archival records will normally remain closed for a maximum period of twenty years from the date of their creation (the date on which each document was written) unless the office of origin has designated a shorter period. Other categories of records are closed for 50 or 75 years from date of creation. For a detailed overview and examples, see Restriction Categories.

Restricted records can be found in two places:

1) Administrative collections (AC numbers)

This is the primary location for restricted Institute records.

2) Manuscript collections (MC numbers)

Personal papers of an individual may contain series of Institute records if that individual functioned in some administrative role (committee work, promotion decision, department head) during their tenure at MIT.

Additional Information

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Personnel Records
– 75 Year Restriction

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

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Medical, Experiment Records
– 75 Year Restriction

Examples

• 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

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