Translate this page

Select a language to translate the page content.
Purpose

Alexandria Technical and Community College maintain official records to meet legal, fiscal, administrative, and historical obligations and to ensure accurate documentation of institutional activities. 

Scope

This policy applies to all ATCC employees, departments, and offices. It covers all official college records, regardless of format—including paper, electronic files, email, photographs, audio, and other media—as permitted under Minnesota Statutes. 

Legal Authority

Record retention and access are governed by:

  • Minnesota Official Records Act (Minnesota Statute 15.17)
  • Minnesota Records Management Statute (Minnesota Statute 138.17)
  • Minnesota Government Data Practices Act ( Minnesota Statute Ch. 13)
  • Minnesota State Colleges and Universities system retention requirements
  • Family Educational Rights and Privacy Act (FERPA)
Definitions

Official Record

Any recorded information – regardless of medium – that documents ATCC’s official activities, decisions, policies, procedures, operations, or transactions. 

Record Retention Schedule 

An approved plan specifying how long each category of records must be maintained and when they may be destroyed or archived. 

Data Classifications 

Categories of data (public, private, confidential) based on Minnesota Data Practices Act and ATCC policies. 

Records Disposition Panel 

Minnesota state body that approves destruction or retention schedules for public records. 

Roles and Responsibilities  

College Leadership 

Ensures legal compliance with record preservation requirements. 

Records Manager 

Oversees record retention practices and schedules. 

Employees 

Maintain, protect, and retain records according to approved schedules. 

Retention Requirements 

ATCC uses approved retention schedules. Records must be retained for required periods and may only be destroyed when authorized. 

Records subject to audits, litigation, complaints, or data requests must not be destroyed until all matters are fully resolved. 

Special protections apply to student records under FERPA and to records affected by institutional transitions (e.g., mergers or closures). 

Record Destruction 

Official records may only be destroyed in accordance with approved retention schedules or specific disposal authority. Unauthorized destruction is prohibited and may violate state law. 

Data Privacy and Confidentiality 

All records must be managed in compliance with the Minnesota Government Data Practices Act and FERPA, ensuring proper classification, protection, and access. 

Ownership 

All official records created or received during ATCC business are property of the institution. Departments act as custodians but not owners. 

Policy Compliance and Enforcement 

Failure to comply with this policy—including unauthorized destruction, loss, or concealment of official records—may result in corrective action and may violate state law, exposing the College to legal, compliance, or audit risks. 

Related ATCC Documents:

 

Approved by: College President

Effective Date: 4/10/2026

Next Review Date: April 2029

Archive: