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Student Information
– 75 Year Restriction

(FERPA refers to these as Education Records)

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 class

  • 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

Personnel Records
– 75 Year Restriction

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


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

MIT. Policies and Procedures Manual 

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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