Table of Contents
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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.
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For digital material, follow the general guidelines here as well as the Reviewing for Restrictions in Digital Material section for generating reports. These steps should be followed for any material you believe may contain restricted material as it will be required later to determine where to store it if not weeded. |
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.
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For more on reviewing records for restrictions, see Reviewing for Restrictions. |
Additional Information
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| id | student |
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| label | Student Information |
| class | access-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 |
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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
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| id | personnel |
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| label | Personnel |
| class | access-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 |
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MIT Human Resources: Guidelines for Retaining Personnel Files
MIT Policies and Procedures Manual
Archives record schedules: “Record” copy and permanent record schedule
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MIT Corporation Records |
Examples | Likely Locations |
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| label | Medical / Experiment Records |
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| class | access-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 |
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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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| label | Legal Records |
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| class | access-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 |
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Additional Resources
MIT. Policies and Procedures Manual
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Donor And Gifts Records |
Examples | Likely Locations |
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