Retention and Disposition of Records
It is the policy of Farmingdale State College to adhere to the State University of
New York's record retention and disposition requirements. The retention of records
is necessary to ensure that records are maintained for as long as they are needed
for administrative, fiscal, legal, or research purposes. It is also important that
records that are no longer needed be destroyed properly.
SUNY has a Records Retention Policy that codifies the retention periods for the various records housed by SUNY campuses. The policy has a series of appendices that list all the various records, and the specific period that a campus must retain them. This SUNY policy and appendices have been pre-approved by State Archives and OSC, and when they are followed proactively, they help SUNY to avoid risks on the back end, including data breaches and audit requests that span back farther than the SUNY schedule requires us to keep them for, and also helps to save on storage costs and IT costs. When the SUNY Schedule does not cover a particular record, SUNY campuses are to defer to the New York State General Records Retention Schedule for the proper retention period.
Departmental Records Coordinator
Each Department should designate a Records Coordinator and provide the Records Management Officer with the individual's information. The Departmental Records Coordinator's responsibilities include:
- Managing records and submitting Certificates of Destruction to request disposal of state records to the Records Management Officer.
- Keeping an inventory to track the state of inactive records through destruction.
- Obtaining training and information regarding College records management policies from the College's Records Management Officer.
Campus Procedures for Storing Records
1. Determine disposition date for the record using the SUNY Retention and Disposition Schedule. If the record is not covered under the SUNY schedule, defer to the NYS General Retention and Disposition Schedule.
2. File records based on category and year to be disposed.
3. Complete file box label for storing inactive records and attached to filing system ( i.e. box or cabinet).
4. If additional storage space is needed, contact the Records Management Officer to coordinate storage with Physical Plant. Storage space is limited and not all requests can be accommodated.
Campus Procedures for Disposing Records
1. Determine disposition date for the record using the SUNY and NYS General Retention and Disposition schedules.
2. Complete Records Management Certificate of Destruction form for each type of record.
3. Submit Records Management Certificate of Destruction to the Records Management Officer.
4. Dispose of records by shredding.
5. For large quantities of records, contact the Records Management Officer to coordinate shredding with Physical Plant.
Digitization of Records
Digitization is the process of converting paper records into digital copies. All requests to digitize your records must be submitted to the Records Management Officer and approved by Information Technology. Before submitting a request to digitize your records, please review the SUNY Records Retention Policy regarding digitization.
Records Retention Training
Please refer all inquiries related to the retention and disposition of records to the Farmingdale State College Records Management Office.