Procedure

The records covered by this policy are in the custody of Western Piedmont Community College and are maintained for the benefit of agency use in delivering services and in documenting College operations. Protecting the integrity and security of electronic records is a shared responsibility that includes:

• Information Technology (IT) Department
• Department/Record Managers
• Records Creators/Staff
• Data Owners

IT Department (Director of MIS, Assistant Director of MIS, and Network Administrator)

Responsibilities include:

1. Installing and maintaining equipment and software
2. Configuring systems according to College needs, including creating and testing applications and indexes
3. Controlling permission rights to the system
4. Maintaining documentation of system hardware and software
5. Establishing audit trails that document actions taken on records stored by the information technology systems
6. Providing backups for system records and recovering deleted records when necessary
7. Completing a disaster recovery backup at least once every two years
8. Establishing and/or providing training on equipment and software, documenting such training, and providing remedial training as needed

Department/Record Managers (Director of Records & Registration, Controller, Directors of Individual Departments i.e. Human Resources)

Responsibilities include:

1. Ensuring training of records creators
2. Periodically auditing imaged records for accuracy, readability, and reproduction capabilities before the original documents are destroyed
3. Request Authorization to Destroy records approval from Data Owners

Records Creators/Staff

Responsibilities include:

1. Attending and signing off on training conducted regarding the approved procedures for creating and managing electronic records
2. Creating passwords for computers that are long, complex, and frequently changed
3. Creating and managing electronic records in their purview in accordance with the policies and other guidance issued by the Department of Natural and Cultural Resources and complying with all IT security policies
4. Carrying out day-to-day processes associated with the College’s imaging program, including:

• Reviewing images and indexing for quality assurance
• Verifying that images are named properly and stored in the designated folder

5. Once approved, destroying or otherwise disposing of original records in accordance with guidance issued by the Department of Natural and Cultural Resources

Data Owners (VP)

Responsibilities include:

1. Approving authorization to destroy records as requested by Department Managers
2. Participate in the design and implementation of campus electronic records initiatives

Legal Reference:              N.C.G.S. §§ 121-5; 132-1 et seq; Records Retention & Disposition Schedule