Business, Management, and Financial
Records Retention and Records Management
Colby Community College is committed to maintaining complete, accurate, and accessible records in accordance with applicable federal and state law. Effective records management supports the College's educational mission, protects legal and financial interests, promotes transparency, and ensures the efficient operation of the institution.
Purpose
This policy establishes the College's requirements for the creation, retention, protection, and lawful disposition of College records.
Scope
This policy applies to every department, office, employee, administrator, and governing board member of Colby Community College. It applies regardless of format, including paper documents, electronic files, email, scanned images, databases, audio and video recordings, text messages used for College business, cloud-based storage, and any other medium used to conduct official College business.
Official Record - Defined
Official College records include any recorded information created, received, maintained, or used in the conduct of College business, regardless of format, that documents the College's legal, financial, administrative, academic, or operational activities.
Policy
College records are official records of the College and shall be maintained, retained, protected, and disposed of in accordance with applicable federal and state law and the College's official Records Retention Schedule.
No employee may destroy, alter, remove, or dispose of an official College record except as authorized by this policy and the approved Records Retention Schedule. Electronic records are subject to the same retention requirements as paper records.
Whenever litigation, an audit, an investigation, a Kansas Open Records Act (KORA) request, or any other legal proceeding is pending or reasonably anticipated, destruction of affected records shall immediately cease until authorized by the Vice President of Finance and Operations.
Responsibilities
Vice President of Finance and Operations
- Serve as Agency Records Officer.
- Maintain the official Records Retention Schedule.
- Provide guidance to departments.
- Authorize and coordinate records destruction and archival preservation.
- Ensure compliance with applicable law.
Department Directors
- Maintain departmental records.
- Ensure compliance with the retention schedule.
- Protect confidential information.
- Suspend destruction during litigation holds.
Information Technology
- Maintain systems that support electronic records.
- Implement reasonable backup and security measures.
- Assist with preservation and retrieval of electronic records.
Employees
- Maintain records created or received in the course of employment and comply with this policy and administrative procedures.
Records Retention Schedule
The relevant retention schedules for Colby Community College are found throughout the following three schedules:
Disposition of Records
Records shall be destroyed only after the applicable retention period established in the College's official Records Retention Schedule has expired, and the records are not subject to a litigation hold, audit, investigation, subpoena, Kansas Open Records Act request, or other legal requirement.
Records shall be destroyed in a manner appropriate to protect confidential or sensitive information.
No employee may destroy official College records except as authorized by this policy and in compliance with the College's official Records Retention Schedule.
Required Documentation Before Destruction
Prior to destruction, departments shall provide documentation to the Vice President of Finance and Operations that must include the following:
- Department.
- Description of records.
- Inclusive dates.
- Applicable retention schedule.
- Date of destruction.
- Method of destruction.
- Individual authorizing destruction.
Documentation of destruction shall itself be retained in accordance with the Records Retention Schedule.
Litigation Holds
If the College becomes involved in litigation, receives notice of an investigation, audit, subpoena, Kansas Open Records Act (KORA) request, or reasonably anticipates legal action, all destruction of relevant records shall immediately cease until written authorization is provided by the Vice President of Finance and Operations in consultation with legal counsel, if appropriate.
Confidential Records
Records containing confidential, protected, or personally identifiable information shall be stored securely and destroyed using methods appropriate for the sensitivity of the information.
Electronic Records
Electronic records shall be managed under the same retention requirements as paper records. Backup copies created solely for disaster recovery are not considered official records unless designated as such.
Historical Records
Records determined to possess permanent historical, legal, or administrative value shall be preserved in accordance with the College's official Record Retention Schedule.
Compliance
Failure to comply with this policy may result in disciplinary action and may subject the College or individual employees to legal penalties.
Policy Review History
The following table summarizes the review and revision history for this policy.
| Date | Action | Summary |
|---|---|---|
| 8/17/26 | Revised | Updated policy to address records management by format, official records, responsibilities, records disposition, litigation holds, confidential records, electronic records, historical records, compliance, and legal authority. |
| 9/18/17 | Added | Policy added. |
Human Resources
1255 S Range Ave
Colby KS 67701
hr@colbycc.edu
(785) 460-5406