Records Management

1.0 Scope 

All Northland Pioneer College (NPC) employees.

2.0 Purpose

The purpose of the Records Management Procedure is to ensure compliance with Arizona Revised Statutes (A.R.S.) §41-151.14 and provide guidance as to the proper retention and disposition of NPC records.

3.0 Definitions

3.1 Archives – a repository for all documentary materials created, received, and/or maintained by NPC which are considered to have historical value to the institution or public.

3.2 Archivist – The NPC employee designated by the president to maintain the NPC archives.

3.3 Employee - someone who has an employer/employee relationship with NPC and receives compensation for their work.

3.4 Records – Means;

a)    All books, papers, maps, photographs or other documentary materials, regardless of physical form or characteristics, including prints or copies of such items produced or reproduced on film or electronic media pursuant to A.R.S §41-151.16, made or received by any governmental agency in pursuance of law or in connection with the transaction of public business and preserved or appropriate for preservation by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government, or because of the informational and historical value of data contained in the record.

b)    Includes records that are made confidential by statute

3.5 Records Manager – The NPC employee designated by the president to direct NPC records management compliance.

4.0 Procedure 

4.1 Records Management in Accordance with Arizona Revised Statutes

Whereas A.R.S. §41-151.14.A.7 directs each agency to designate an employee to serve as the institution's records manager, the NPC Records Manager will be designated by the President and have the following duties:

a)    Coordinate training of NPC personnel in records management. 

b)    Inform employees that all NPC-related electronic files and forms of communication, including emails, voice mails and texts, whether on a personal or college device, are defined as records and should be maintained as such.

c)    Direct College departments at the beginning of each fiscal year to ascertain that all internal retention schedules have been followed for the previous fiscal year.

d)    Notify employees of retention schedule changes. 

Cabinet Members are responsible for ensuring compliance with the guidelines for records retention, required by the State of Arizona, within their administrative area. Each department shall maintain a retention schedule cataloging the records under their control and determining the period for which the record must be maintained.  

On an annual basis, each department of the College shall perform a review of records under their control and determine records to be destroyed, as prescribed by the retention schedule for their department. Departments will follow the destruction method appropriate for the document in question, and accurately record and report the destruction, as prescribed by the Arizona State Library, Archives, and Public Records guidelines. 

4.2 Exceptions to Records Management in Accordance with Arizona

Revised Statutes
Exceptions to retention schedules may be approved by the Records Manager only when records are required to be maintained for a longer period than prescribed in the appropriate schedule. For example, if a federal grant were to require documentation to be preserved for a longer period; or for their historical value as part of the Archives process as outlined below.

4.3 Archives

NPC maintains both a physical archive as well as a digital archive, where materials of significant historical or public value may be stored. 
The NPC Archivist shall;
a)    Ensure the preservation of records of historical value through document conservation.
b)    Direct the orderly transfer of NPC records that are deemed historically valuable or of significant public interest.
c)    Define a process where archival materials are made available for users under appropriate supervision.
d)    Form and maintain an Archives Committee that shall;

1. Offer advice on the establishment and maintenance of the physical and digital archives.
2. Assist with defining, collecting, organizing, distributing, and posting archival records.
3. Work with NPC departments to identify materials that may have significant historical or public value.