About Us

Objective:
To establish a policy governing the Retention and Destruction of records of the STATE UNIVERSITY COLLEGE AT ONEONTA ALUMNI ASSOCIATION, INC.

Policy:
It is the policy of STATE UNIVERSITY COLLEGE AT ONEONTA ALUMNI ASSOCIATION, INC. to have an ongoing, coordinated, administrative effort to systematically manage our records from initial creation to final disposition. Our records management program includes, but is not limited to: the legal disposition of obsolete records; the storage and management of inactive records no longer needed for the conduct of day-to-day business; correspondence and other records and the provision for protecting vital records.

The Executive Officer of the STATE UNIVERSITY COLLEGE AT ONEONTA ALUMNI ASSOCIATION, INC. is designated as the RECORDS MANAGEMENT OFFICER of the STATE UNIVERSITY COLLEGE AT ONEONTA ALUMNI ASSOCIATION, INC. The duties of the records management officer shall include but need not be limited to the following:

  1. Promulgating records retention and disposition policies and ensuring compliance by all staff;
  2. Ensuring that the STATE UNIVERSITY COLLEGE AT ONEONTA ALUMNI ASSOCIATION, INC. (hereinafter referred to as the “Association”) records are maintained and disposed in compliance with this policy;
  3. Ensuring that the Association identifies, protects, and preserves archival records;
  4. Furnishing to the Board such reports as they may request regarding agency records and records management programs and practices;
  5. Recommending and guiding the development and application of records management practices for the Association;
  6. Coordinating the continuous disposition of obsolete records in accordance with the adoption and use of records retention and disposition schedules;
  7. Recommending to the Board suitable retention periods for any records not covered by records retention and disposition schedules;
  8. Receiving requests that documents be preserved as evidence. In the event that a request for documents to be preserved is made, those documents must be identified, segregated and preserved so that the documents are not destroyed pursuant to this document retention policy.

Additionally, the Records Management Officer shall be responsible for:

  1. Coordinating the storage and management of inactive records, those no longer needed for the conduct of the day-to-day business of the Association;
  2. Reviewing and making recommendations on requests for records storage equipment;
  3. Electronic duplication and storage of records.

Disposition of records:
No records shall be destroyed prior to the expiration of the retention period specified in an applicable records retention and disposition schedules or other plans authorized by the Association.

Records Damaged or Destroyed as a result of natural or manmade disaster:

Whenever records are destroyed in whole or in part by fire or flood or as a result of any natural or manmade disaster, the records management officer of the Association shall:

  1. Notify the President of the Board of Directors, as soon as practicable as to the nature, type and quantity of the records damaged or destroyed and the circumstances surrounding their damage or destruction;
  2. Take immediate steps to protect the damaged records from further deterioration;
  3. Initiate action, when appropriate to retrieve, reassemble and reconstruct the information contained in the damaged or destroyed records.

Adopted by the Board of Directors on January 23, 2010