Records Management Establishment and Authority

The mandate of University Archives & Historical Collections (UAHC) was founded on a resolution of the MSU Board of Trustees, as recorded in the minutes of November 21, 1969. This resolution claims all records reflecting the official activities of university officers and offices are the property of Michigan State University and that such property could not be destroyed without the approval of the Director of Archives.

Laws, Regulations, and Policies

There are many federal and state laws and university regulations, ordinances, and policies that pertain to the management, retention, and accessibility of university records.

Federal laws applicable to university records management include, but are not limited to:

  • Family Educational Rights and Privacy Act (FERPA), also known as the Buckley Amendment—Signed into law August 21, 1974, and effective November 19, 1974, FERPA protects the privacy of student education records. FERPA allows the student to have some control over the disclosure of personally identifiable information from the educational record.
  • Privacy Act of 1974 or Omnibus code of fair information practices—Effective September 27, 1975, this act regulates the collection, maintenance, use, and dissemination of personally identifiable information. The purpose of the act is to restrict disclosure of information about individuals with the rights of the individuals to be protected against unwarranted invasions of their privacy.
  • Health Insurance Portability and Accountability Act Privacy Rule (HIPAA)—Effective August 21, 1996, and revised August 14, 2002, this act established a set of national standards for the protection of certain health information. The privacy rule addresses the use and disclosure of individuals’ health information as well as standards for individuals’ privacy rights to understand and control how their health information is used.

UAHC has developed retention schedules designed to satisfy these university and governmental requirements.

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