Student Information
– 75 Year Restriction
(FERPA refers to these as Education Records)
Examples |
Likely Locations |
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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
Personnel Records
– 75 Year Restriction
Examples |
Likely Locations |
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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 Policies and Procedures Manual
Archives record schedules: “Record” copy and permanent record schedule
MIT Corporation Records
– 50 Year Restriction
Examples
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.
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
Legal Records
– 75 Year Restriction
Examples
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
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.