Administrative Regulation Title:               Records Retention and Management Process

Regulation Number:                                     2.16.1

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Purpose:

Eastern Wyoming College shall adhere to the Wyoming Public Records Act, which requires the College to provide the public with access to public records, books, and files of state governmental agencies (subject to exceptions). The purpose of the Act is to promote disclosure and not secrecy in the workings of government.

 

Definitions:       

Public Records:  The Wyoming Public Records Act defines “public records” as “the original and copies of any paper, correspondence, form, book, photograph, photostat, film, microfilm, sound recording, map drawing or other document, regardless of physical form or characteristics that have been made by the state of Wyoming and any counties, municipalities and political subdivisions thereof and by any agencies of the state, counties, municipalities and political subdivisions thereof, or received by them in connection with the transaction of public business, except those privileged or confidential by law.”

 

Custodian: The official custodian or any authorized person having personal custody and control of the public records in question.

 

Person in Interest: The person who is the subject of a record or any representative designated by the person.

 

The College, as required by the Wyoming Public Records Act, shall ensure that procedures are publicly made available detailing:

 

  • The department and officer responsible for the maintenance, retention, and storage of said records.
    • Academics: Vice President for Student and Academic Services
    • Business/Fiscal: Vice President for Administrative Services
    • Human Resources: Director of Human Resources
  • Student Services: Vice President for Student and Academic Services
  • Directions detailing how to request public records.
  • Reasonable length of time it will take the College to respond to the request.
  • What fees, if any, are applicable and due at the time a public records request is made.
  • If the request is denied, the reason for the denial.

The College will comply with state and/or federal laws and privacy statutes that prohibit the release of certain personal information, including but not limited to:

  • Student academic records.
  • Personnel files.
  • Attorney-client privileged information.
  • Sexual harassment complaints/investigations.
  • Disciplinary records.
  • Details of bona fide research projects.

The law does not require the College to create or compile a record which does not exist at the time of the request.  The College shall adhere to the State of Wyoming’s Records Retention Schedule.

 

References:  Wyoming Public Records Act, Wyoming’s Records Retention Schedule and Board Policy 2.16

 

 

Original Adoption Date: 8/27/24

Revision Date(s):

Date Reviewed, no change: