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SARA - Student Records Management Policy

This page SARA - Student Records Management Policy is available in PDF format

Massachusetts Bay Community College has established student records management policies that ensure the protection and security of student academic records. The Office of the College Registrar maintains in perpetuity the confidentiality, integrity, and security of all physical student academic records in its on-campus office and all digital records are maintained and secured in accordance with the Colleges’ Acceptable Use Policy and in conformance with the Commonwealth of Massachusetts Statewide Records Retention Schedule. As described in the College’s Information Security Program, “each administrative office and academic department that maintains official records must develop and implement documented records management practices consistent with the College’s Students Records Management Policy, and the Commonwealth of Massachusetts’ requirements for retention, disposal and proper handling of records.”

Electronic student academic records are backed up nightly and as well as replicated to a disaster recovery site away from the main campus. Consistent with the NECHE standards and other State and Federal requirements, the College regularly updates its disaster planning and recovery policies and procedures as described in the Written Information Security Policy.

Safeguarding Student Records in the Event of College Closure

In the event of institutional closure, Massachusetts Bay Community College, arrangements would be made with the Massachusetts Department of Higher Education (Mass DHE) and the Commission on Institutions of Higher Education (NECHE) of the New England Association of Schools and Colleges to secure records and afford students access to their records. The institution would comply with all requirements including:

Questions or concerns regarding this policy should be directed to MassBay Online or to the Office of Information Technology.
Policy effective beginning Spring 2019.