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DOCUMENT RETENTION POLICY - Illinois College of Optometry：的文件保留政策-伊利诺斯眼科学院
Business Document Retention Policy
Date Issued: April 2009
Date Revised:
Purpose
The purpose of this policy is to inform College employees of the requirements and responsibilities for managing, protecting and disposing of college business records. It pertains to the legality, retention, safeguarding, backing up and future accessibility of paper and electronic business records.
The College recognizes that electronic records, including electronic messages, are subject to federal, state and local laws and regulations that apply to hard copy documents.
Scope
The record retention policy set forth herein applies to all employees of the College and applied to all records that are made or received in the transactions of College business. There are separate policies for academic and course information, research, patient medical records and patient data, etc.
Definitions
The term “electronic record” means any record that is created, received maintained or stored on any College computing equipment or storage device.
Electronic messages, including those created using e-mail, and other emerging electronic communication technologies, such as hand held devices, voicemail, and instant messaging.
Word processing document and spreadsheets
Databases
The term “legal custodian” shall mean originator of electronic messages or the creator of an electronic document if that person is an employee; otherwise it is the employee to whom the message is addressed or to whom the electronic document is sent. If the record is transferred, by agreement or policy, to another person for archival purposes becomes the legal custodian.
General Requirements
Maintenance and disposal of electronic records, as determined by their content is the responsibility of the legal custodian and must be in compliance with the College’s approved records retention and disposition schedules. Failure to properly maintain electronic records may expose the College to legal risks.
The department head o
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