Policy Title:   Records Management and Retention 

Policy Number:  2.16  

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Purpose:

The Eastern Wyoming College Board of Trustees acknowledges that the College will create and maintain records, some classified as public records, as part of its operations. The Board delegates authority to the College President to ensure that all operations regarding records management practices are administered in accordance with federal regulations and the Wyoming Public Records Act.

The College President shall ensure that reasonable college-wide procedures are adhered to for the protection and maintenance of records. In addition, the College shall provide procedures for responding to public records requests in a manner that complies with law and prevents unnecessary interference with the regular discharge of official duties.  The College President shall also ensure there are procedures by which a Person in Interest may request access to his or her records.

The Vice President shall designate a Departmental Custodian of records to coordinate record retention and maintenance for each division (e.g., Human Resources, Student Services and Fiscal Services) and receive and coordinate responses to public records requests.

Definitions:

  • Public Records:  Any information in a physical form created, accepted, or obtained by Eastern Wyoming College in furtherance of its official function and transaction of public business which is not 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.

 

References: Wyoming Public Records Act, Wyo. Stat. §§ 16-4-201 through 16-4-205; Wyoming State Archives Local Government Record Retention Schedule; Family Educational Rights and Privacy Act (FERPA) 20 U.S.C. § 1232g, 34 CFR Part 99, and 34 CFR §99.31.

 

Original Adoption Date: 10/1/23

Revision Date(s): 

Date reviewed, no change: