Record Retention

Introduction

The record retention policy was approved by the President's Council on Oct. 4, 2005. It is an administrative policy established to support NYIT's mission, reduce institutional risk and ensure compliance with federal and state laws and regulations.

The purpose of the policy is to ensure college records and documents are adequately protected and maintained; and, that records no longer needed by the college are discarded in accordance with retention schedules and guidelines. Other benefits include optimization of storage space, reduced costs, better response to litigation, and improved customer service.

Department heads should periodically review retention schedules to ensure they reflect current requirements. Updates and changes can be sent to your record administrator for approval by the vice president of your department.

Record Retention FAQ's

Do I need to retain documents I process on a daily basis?
Yes, if they are listed on the record retention schedule for your department in this policy.
What about email correspondence?
The value of an email message is determined by its informational content and is subject to the same retention requirements as records referenced in the relevant Retention Schedules.
Does the record retention policy require that I keep draft copies of documents and records?
No, the record retention policy applies to final drafts of records and documents retained by record owners.
What about documents not included in the policy but are valuable to my department and NYIT?
Use discretion regarding documents of value to NYIT and follow up with your supervisor and record administrator to determine if these items should be included in the next update of the policy. Record administrators are assigned to departments that have determined their record retention requirements. Departments that have not submitted their record retention requirements may contact the record coordinator for information on obtaining an administrator.
Am I required to retain documents in my possession if I am not the record owner?
No, but you are responsible for making sure these documents are sent to the record owner to ensure they are handled in accordance with the record retention policy and procedures. If you do not know who the record owner is but know the appropriate department, contact the record administrator of that department for assistance.
Should I send all of my documents and records offsite?
Use discretion and review considerations pertaining to offsite storage included in this policy.

For further assistance contact your record administrator. Record administrators are assigned to departments that have determined their record retention requirements. Departments that have not submitted their record retention requirements may contact the record coordinator for information on obtaining an administrator.

Types of Records

Permanent Records (P)
Permanent records are records NYIT intends to retain indefinitely as required by law or by the college as having historical and administrative value. Permanent records stored locally for a specified period of time are called "active" records. Once the active period has expired, these records become "inactive" and may be archived on-site, if appropriate storage is available, or off-site for the remaining life of the records. Specified periods for active/inactive records may be defined by record administrators based on space available and departmental needs.

Non-Permanent (NP)
Non-permanent records are records NYIT intends to retain for a fixed period of time. Non-permanent records stored locally for a specified period of time are called "active" records. Once the active period has expired, these records become "inactive" and may be archived on-site, if appropriate storage is available, or off-site for the remaining life of the records. Specified periods for active/inactive records may be defined by record administrators based on space available and departmental needs.

Note: Expired non-permanent records stored off-site that meet the guidelines and procedures for outdated records should be destroyed off-site to avoid permanent removal fees.

Guidelines

  1. Considerations for new retention requirements:
    • If a record needs to be retained for more than one purpose, retain record for the longest period of time required by applicable laws or regulations.
    • Consider statutes of limitations when deciding how long to retain records if there are no requirements governing those particular records. Records should be retained at least one year beyond the applicable statute of limitations. Questions should be referred to the Office of the General Counsel. In the event of potential, threatened, or ongoing litigation, the Office of General Counsel may direct that certain documents, or categories of documents, be preserved until further notice.
    • Take into account general business needs in deciding which records to keep as well as where and how long to keep them.
  2. Records relevant to potential and/or ongoing litigation or government oversight activity (such as investigation, review or audit) should be retained at least until completion of the litigation or government oversight activity. Questions should be referred to the Office of the General Counsel. In the event of potential, threatened, or ongoing litigation, the Office of General Counsel may direct that certain documents, or categories of documents, be preserved until further notice.
  3. If your records are stored on tape, microfilm and/or other magnetic media, make sure you have made the necessary arrangements with Information Technology Services to ensure your records are being retained as per your specifications.
  4. Expired non-permanent records stored off-site should be destroyed off-site to avoid permanent removal fees.

Email Retention Policy

Email is another form of communication, equivalent to written correspondence. Proper e-mail management places considerable responsibility on the recipients and senders of messages. Senders and recipients of email are responsible for identifying those email messages and attachments which have record or documentary value and to retain those messages as part of the relevant record type. Those messages and attachments must be either printed and filed with the associated record type or maintained electronically in folders for the same retention period as the record type it is associated with.

In the event of potential, threatened, or ongoing litigation, the Office of General Counsel may direct that certain emails, or categories of emails, be preserved until further notice.

Retention Schedules

For further information, see detailed record retention schedules by business area:

Academic Offices

Type of Record Duration
Academic actions (dismissal, etc.) Permanent
Academic integrity code violations Seven (7) years
Academic records (including narrative evaluations, competency assessments, etc.) Permanent
Disciplinary records Generally Seven (7) years from the date of final obligation
Academic search records Three (3) years from last date of employment
Class sign-in sheets Seven (7) years from graduation or date of last attendance
Annual conflict of interest disclosure statements Three (3) years
Student grievances No cause findings, Three (3) years after termination of employment. Cause findings, Permanent.
Personnel files, appointment letters and forms May be retained at discretion of the academic office if also held by Office of Human Resources
Tenure or promotion dossiers Three (3) years from last date of employment
Examinations, tests, term papers Seven (7) years
Application acceptance forms (Vocational Independence Program) Seven (7) years from graduation or date of last attendance
Catalogs Permanent

Office of Admissions

Type of Record Duration

Non-Enrolled Students:

Acceptance letters Three (3) years from date received
Advance placement records Three (3) years from date received
Admissions application Three (3) years from date received
Letters of recommendation Three (3) years from date received
Transcripts – high school and other colleges Three (3) years from date received
Transfer credit evaluations Three (3) years from date received
Veteran administration certificates Three (3) years from date received
Deferment letter Three (3) years from date received
Re-admission forms Three (3) years from date received
Military records Three (3) years from date received

International Students (Non-Enrolled Only):

Copy of employment authorization Three (3) years from date received
I-20 (certificate of eligibility for F-1 status) Three (3) years from date received
IAP-66 (certificate for eligibility of J-1 status) Three (3) years from date received
Passport number Three (3) years from date received
Statement of financial responsibility Three (3) years from date received
Copy of visa Three (3) years from date received
Advance placement records Three (3) years from date received
Residency certificates Three (3) years from admittance date

Other Documents:

Correspondence Three (3) years from admittance date
Recruitment materials* Three (3) years from date received

* Veterans administration requirement

Office of Development

Type of Record Duration
Alumni records Permanent
Gift records Seven (7) years for hard copy records; Permanent for electronic records
Original gift letter agreements, signed by president and donor Permanent
Original gift letter agreements, all others Permanent
Planned gifts (trusts, life income, agreements, annuities) Permanent
Real estate gifts Permanent

Environmental Health and Safety

Type of Record Duration
Records of the radiation protection program (including provisions, written policies and procedures) Duration of the license
Audits and reviews of program content and implementation Three (3) years
Survey and calibration results Three (3) years
Radioactive material* receiving and inventory records Three (3) years
Radioactive materials* license Permanent
All other radioactive material* records, documents and files Permanent

* Radioactive materials only licensed to be used by NYITCOM

Facilities

Type of Record Duration
As-Built drawings (excluding real estate purchase and sale agreements) Permanent
Fire protection systems records Five (5) years
Evacuation drill records Five (5) years

Office of Financial Affairs

Type of Record Duration

Accounting and Finance:

Account reconciliations (balance sheet) Seven (7) years
Accounts payable vouchers and attachments Seven (7) years
Accounts receivable statements, centrally generated Seven (7) years
Accounts receivable statements, unit generated Seven (7) years
Accounting reports (monthly reports) schedules of department balances, transaction statements, account analysis statements, monthly and year-to-date salary and wage statements Seven (7) years
Annual financial reports and work papers Permanent
Banking records, including deposit and withdrawal records, bank statements and reconciliation, voided and canceled checks Seven (7) years
Billing records Seven (7) years
Capital equipment records Life of asset; records of equipment purchased using federal funds, Six (6) years after final disposition
Cash receipts Seven (7) years
Contracts and agreements (less than $25,000) Seven (7) years after termination date
Depreciation records Life of asset
Effort certifications Six (6) years
Inventories Seven (7) years
Independent audit reports Seven (7) years
Journal entries and back-up documentation Seven (7) years
New account records and back-up documentation Seven (7) years
Subsidiary ledgers (accounts payable, accounts receivable, etc.) Seven (7) years
Summary analysis reports, end of year (fund, source, function) Seven (7) years
Trial balances Seven (7) years
Transaction authority cards Six (6) years
Travel reimbursements and attachments Six (6) years

Budgets:

Plans and projections Permanent

Bursar:

Perkins original promissory notes Until loan is satisfied or documents are needed to enforce obligation
Student loan records Three (3) years after the loan has been repaid in full
Tuition and fee charges Seven (7) years

Insurance:

Certificates of insurance, indemnification agreements, hold harmless agreements, contracts Seven (7) years after expiration
Insurance policies (liability, property, and other policies) Permanent
Incident reports, accident reports Seven (7) years after report date

Payroll:

Employee payroll files (including payroll, appointment /salary forms, deduction authorization forms, student I-9 forms) Permanent
Payroll tax returns (including Federal Form 941, New York State Form NYS-45, Florida Form UCT-6, New York State disability filing and payment) Permanent
W-2 copies Permanent
Master control records Four (4) years
Employee earnings records Four (4) years
Voids/manual/additional disbursements Four (4) years
Employee cards (including vacation, personal and sick days) Four (4) years
Payroll registers Four (4) years, last register of calendar year will be retained Permanently
Time records Four (4) years
Wage and tax data reports Four (4) years

Purchasing:

Purchase orders Six (6) years

Property:

Documents for leases, licenses, construction contracts and other contracts of a temporary nature valued at less than $50,000 Seven (7) years after expiration of lease or contract term
Property deeds, easements, licenses, rights of way, leases, rights of first refusal, remainder interests, mortgages Permanent
Property tax returns filed with taxing jurisdiction Six (6) years
Title insurance policies Permanent
Real estate purchase and sale agreements Permanent

Tax:

Assets, acquisition/disposition Until a taxable deposition is made
Depreciation schedules Six (6) years
Excise tax returns Six (6) years
Fringe benefit returns Six (6) years
Income tax returns Permanent
Information returns (990, 1099) Permanent
Property tax returns Six (6) years
Sales tax returns Six (6) years

Office of Financial Aid

Type of Record Duration
Accrediting and licensing agency review, approvals and reports Three (3) years
State agency reports Three (3) years
Audit and review reports Three (3) years
Self-Evaluation reports Three (3) years
Other records pertaining to financial responsibility and standards of administrative capability Three (3) years
Records of program transactions Three (3) years
Bank statements of accounts containing student financial aid funds Three (3) years
Student account records Three (3) years
Ledgers identifying student financial aid transactions Three (3) years
Federal work-student payroll records Three (3) years
Records supporting data on required reports (Student financial aid program reconciliation report; Audit reports and school responses; Pell grant statements of accounts; Accrediting/licensing agency reports) Three (3) years (or Five (5) years from last date of attendance if a student-specific record)
Student aid report or institutional student information record Five (5) years from last date of attendance
Application data submitted to the Department of Education or lender by the school or on behalf of the student (including FAFSA documents with original signatures) Five (5) years from last date of attendance
Documentation of student's eligibility (including proof of citizenship, i.e., alien registration card, BCIS secondary confirmation, social security card, birth certificates, etc.) Five (5) years from last date of attendance
Documentation for student's satisfactory academic progress (including student appeals, medical documentation, financial documentation, police reports, personal statements, etc.) Five (5) years from last date of attendance
Documentation of student's program of study and enrolled courses Five (5) years from last date of attendance
Data used to establish student's admission, enrollment status, period of enrollment Five (5) years from last date of attendance
Documents used to verify applicant's data (including tax returns, verification worksheets, W-2's, eligibility statements from other organizations) Five (5) years from last date of attendance
Documentation related to the receipt of aid, such as: amount of grant, loan, FWS Award, and calculations used to determine aid amounts (including authorization statements, acceptance documents, requests for adjustments) Five (5) years from last date of attendance
Date and amount of disbursements Five (5) years from last date of attendance
Documentation of initial or exit loan counseling Five (5) years from last date of attendance
Reports and forms used for participation in the student financial aid program Five (5) years from last date of attendance
Documentation supporting the school's calculation of its completion Five (5) years from last date of attendance

Other Documents:

Campus-based aid (Perkins Loan, SEOG, and Federal Work Study) Five (5) years from last date of attendance
Pell Grant Five (5) years from last date of attendance
Fiscal operations report (FISAP) Five (5) years
Perkins repayment records Three (3) years from date loan assigned, cancelled or repaid
FFEL and direct loans: borrower's eligibility records (including parent approvals, parent information and loan request, proof of default resolution, proof of consolidation, etc.) Five (5) years from last date of attendance
All other student records/reports Five (5) years from last date of attendance
Administrative records/reports Three (3) years

General Counsel

Type of Record Duration

Corporate Records:

Accreditation records Permanent
Board of trustees minutes Permanent
Bylaws Permanent
Charter Permanent
Trustee decisions regarding academic personnel Permanent

Legal Records:

Consent orders Permanent
Contracts and agreements (greater than $25,000) Permanent
Court orders Permanent
Judgments Permanent
Litigation files Permanent
Memorandum Permanent
Opinions Permanent
Releases Permanent
Settlements Permanent

Patents and Trademarks:

Invention assignment forms Permanent
Licensing agreements Seven (7) years
Original patents, trademarks, and related work papers Permanent
Royalty records Life of patent or trademark plus Six (6) years

Human Resources

Type of Record Duration

Affirmative Action/Equal Opportunity:

Academic search plans and statements Two (2) years
Academic search waivers For Permanent waivers, Three (3) years from date of appointment; for limited-term waivers, Three (3) years from satisfaction of subsequent search requirements or appointment termination
Affirmative action programs Two (2) years
Conciliation agreements/orders of consent Permanent
Documents supporting other academic or non-academic selection decisions (e.g., promotion, termination, compensation) Three (3) years from effective date of decision
Federal and state-required statistics and reports Permanent
Non-academic search and hiring forms Two (2) years from date of appointment
Non-academic search materials and documents supporting hiring selection decisions Three (3) years from date of appointment
Sexual harassment, Title IX, Title VI, Rehabilitation Act, Discrimination Act and other discrimination complaints, investigations, and findings No cause findings, three (3) years from determination. Cause findings, permanent.

Personnel Records:

Employee personnel files (including application, resume, payroll, appointment/salary forms) Seven (7) years after termination (one year for resumes and applications of candidates never hired)
FMLA records Three (3) years
Federal reporting requirements: welfare Benefits and other fringe benefit plans Permanent
Individual contracts of employment Seven (7) years after termination
Faculty/Staff I-9 forms Three (3) years, or 1 year after termination (whichever is greater)
Occupational injury or illness Five (5) years
Performance appraisals Two (2) years after termination
Employee application/resume Two (2) years after termination
Search committee records Two (2) years after termination
Tuition remission forms Seven (7) years after termination
Union agreements Permanent

Pension Records:

Employee personal information (name, address, social security number, period of employment) Six (6) years after death of eligible employee and beneficiary
Employee service records Six (6) years after death of eligible employee and beneficiary
Pension plans and all attached amendments Permanent
Pensions or pension plans filed with the Department of Labor and Internal Revenue Service Permanent

Magnetic Media

Application Duration

System Backups:

Datatel – Student Information Two (2) years
Oracle – Financial Information Two (2) years
Email Server Six (6) months
Payroll Server – Ceridian One (1) year
Fiscal Server – General Information One (1) year

Note: This list not all-inclusive and only includes systems pertaining to user requirements

Magnetic media is managed by Information Technology Services based on the business requirements of the user community. Cumulative information is maintained for student and financial applications; however, history and audit trails required to support internal and external reporting are not always available.

All applications listed above are backed up daily. Weekly tapes are rotated every Friday, and are stored off-site at the Off-site Data Protection Center. Drop-off of prior week's tapes are stored on-site for the remaining Duration of the application as indicated by the chart above.
 

Planning & Assessment

Type of Record Duration

Institutional Research and Assessment:

New York State Education Data System (NYSEDS) – Surveys Permanent
Integrated Postsecondary Education Data System (IPEDS)* – Surveys Permanent

* Federal requirement

Office of the President

Type of Record Duration

Internal Audit:

Internal audit records (including workpapers, report, program, correspondence, etc.) Seven (7) years
Internal reviews (including report, correspondence, reference materials, etc.) Seven (7) years

Registrar

Type of Record Duration

Enrolled Students:

Acceptance letters Seven (7) years after graduation or last date of attendance
Advance placement Seven (7) years after graduation or last date of attendance
Admissions application Seven (7) years after graduation or last date of attendance
Letters of recommendation Seven (7) years after graduation or last date of attendance
Enrollment verifications One (1) year from issuance date
Curriculum change authorizations Seven (7) years after graduation or last date of attendance
Transcripts – high school and other colleges Seven (7) years after graduation or last date of attendance
Transfer credit evaluations Seven (7) years after graduation or last date of attendance
Veteran administration certificates Three (3) years from date of issuance
Change of grade forms Permanent
Change of course forms (add/drop) Seven (7) years after graduation or last date of attendance
Course offerings Permanent
Date of graduation and degree award Permanent
Degree audit records Seven (7) years from graduation date, or date of last enrollment
Entrance exams and placement scores (i.e., SATs) Eight (8) years from admittance date
Attendance rosters (original)/grade books Permanent
Family educational rights and privacy act documents Permanent (retain with records to which they pertain)
Graduation lists Permanent
Hold or encumbrance authorizations Until released
Name/address/social security change authorizations Seven (7) years after graduation or last date of attendance
Original grade sheets Permanent
Student registration forms Seven (7) years after graduation or last date of attendance
Student waivers for right of access (FERPA) Until graduation or date of last attendance
Military records Five (5) years after graduation
Transcript requests One (1) year after date submitted
Transcripts* Permanent
Withdrawal authorizations/leaves of absence Seven (7) years after graduation or last date of attendance

International Students (Enrolled Only):

I-20 (certificate of eligibility for F-1 status) Seven (7) years from date received
Passport number Seven (7) years from date received
Statement of financial responsibility Seven (7) years from date received
Advance placement records Seven (7) years from date received

Other Documents:

Commencement programs Permanent
Correspondence Same Duration as related records

* Required by New York State

Security

Type of Record Duration
Accident reports Seven (7) years after report date
Crime reports Seven (7) years after report date
Property damage reports Seven (7) years after report date
Statistics on criminal offenses on campus Three (3) years
Daily log book Seven (7) years
Daily security officer tour schedules Seven (7) years
Identification card applications Seven (7) years

Sponsored Programs and Research

Type of Record Duration
Records of funded federal grants and contracts Three (3) years after close of grant or contract.
Records of funded New York State grants and contracts Six (6) years after close of grant or contract.
Records of funded foundation and other private grants Six (6) years after close of grant or contract.
Records of funded internal (NYIT) grants Six (6) years after close of grant or contract.
Records of unfunded external grants and contracts One (1) year after declination.
IRB records relating to individual non-exempt research protocols Three (3) years after completion of research.
IRB records relating to individual exempt research protocols Three (3) years after IRB determination of exemption.
IRB records relating to IRB actions and activities other than protocol-specific matters, including minutes of IRB meetings, attendance records, lists of IRB members, and written procedures for the IRB. Three (3) years.

Office of Student Affairs

Type of Record Duration

Student Services:

Student judicial/disciplinary Seven (7) years from graduation or date of last attendance
Student issues/complaints Seven (7) years from graduation or date of last attendance
Student contact/correspondence Seven (7) years from graduation or date of last attendance
Grade appeals Seven (7) years from graduation or date of last attendance
Student incident crisis reports Seven (7) years from graduation or date of last attendance
Room/board billing Seven (7) years from graduation or date of last attendance
Residence hall room assignment/occupancy Seven (7) years from graduation or date of last attendance
Dorm and Meal Plan Contracts Seven (7) years from graduation or date of last attendance
Residence hall damage billing Seven (7) years from graduation or date of last attendance
Room condition report Seven (7) years from graduation or date of last attendance
Residence hall health and safety reports Seven (7) years from graduation or date of last attendance
Committee/group meeting minutes Seven (7) years from graduation or date of last attendance
Student handbook Seven (7) years

International Education:

I-94 forms (arrival and departure cards) Seven (7) years from graduation or date of last attendance
Copy of employment authorization Seven (7) years from date received
Copy of visa Seven (7) years from date received
Residency certificates Seven (7) years after graduation or last date of attendance

Counseling and Wellness Services:

Student immunization records Seven (7) years from graduation or date of last attendance
Wellness/counseling documentation Seven (7) years from graduation or date of last attendance
American Disability Act related documents Seven (7) years from graduation or date of last attendance

Athletics and Recreation:

Athlete records, including medical records Seven (7) years from graduation or date of last attendance

Career Network Center:

Student registration records and resumes Five (5) years from graduation or date of last attendance
Employer interview schedules with student resumes, student evaluations and employer evaluations Five (5) years from graduation or date of last attendance

Student Employment:

Student employment authorization form Four (4) years from date of termination, resignation or graduation, whichever occurs first
I-9 forms and support documents Four (4) years from date of termination, resignation or graduation, whichever occurs first
W-4 forms Four (4) years from date of termination, resignation or graduation, whichever occurs first
Timesheets Four (4) years from date of termination, resignation or graduation, whichever occurs first

Storage/Archive Procedures

Storing New Records

  1. To store records off-site, record owners should contact the appropriate record administrator responsible for the tracking of records in your department to obtain boxes, if needed, barcodes and transmittal sheet(s).
  2. To prepare boxes for pickup, record owners should affix barcode labels to the boxes and corresponding labels to the transmittal sheet(s) and complete the required fields as per the instructions. For instructions on completing transmittal sheet(s) and proper placement of labels, view Instructions for Transmittal below.
  3. To make pickup arrangements, record owners should send a copy of their completed transmittal sheet(s) to record administrators to determine pickup location. Pickup location will be determined based on the ability of the vendor to load and unload boxes from your building, including the number of boxes to be picked up.
  4. Record administrators will arrange pickup from your location if the building is an approved location.

Small pickups may be arranged by record administrators through the policy coordinator to minimize number of stops and costs associated with additional stops. Pickups, including re-files, are to be scheduled the first Tuesday of each month, no exceptions. Cut-off for small pickups will be the Friday before noon prior to the monthly pickup.

NOTE: Boxes picked up directly from your location should be accompanied by your transmittal sheets and should be numbered, "Page X of Y."

Instructions for Transmittal

Required fields, except where noted:

  1. Customer ID: LH342
  2. Customer Name: NYIT
  3. Division ID: see list below
  4. Department ID: see list below
  5. Customer Box Number: same as barcode number (also called SKP box number)
  6. Record Code: not being used by NYIT
  7. Date Range/From, Date Range/To: identifies records for a specific period of time, i.e., timeframe of files in the box (Date Format, MM-DD-YYYY)
  8. Alphanumeric Range/From, Alphanumeric Range/To: i.e., Jones to Smith, 100-200
  9. Create Date: not required
  10. Event Date: not required
  11. Destroy Date: destruction date based on Retention Schedule (note: only records that have been properly authorized by NYIT may be destroyed; see Outdated Records)
  12. Hold Date: used only by the policy coordinator to support outdated record procedures
  13. Major Description: content description as it appears on the inventory report (30 alphanumeric characters)
  14. Minor Description: secondary description as it appears on the inventory report (30 alphanumeric characters)
  15. Reference #1: miscellaneous, alphanumeric field, i.e., previous vendor barcodes
  16. Preparer's Full Name, Date, Department ID, Telephone Number

Division ID

The Division ID is defined as a six-character numeric field. The division code ties to the current accounting structure, as well as in the Oracle System, and will be used for reporting purposes.

  • 111011 President
  • 111311 Development
  • 120111 Academic Affairs
  • 125011 NYITCOM
  • 131011 Student Affairs
  • 111221 General Counsel
  • 111500 Information Technology Services
  • 140111 Financial Affairs
  • 111290 Communications, Marketing and Public Affairs
  • 120311 Planning and Assessments

Department ID

Department ID is defined a six-character numeric field. Departments should be supported by a record administrator. To establish a new department, contact the policy coordinator.

  • 142211 Accounting
  • 142212 Accounts Payable
  • 131121 Admissions, Long Island
  • 140131 Budgets
  • 142213 Bursar
  • 111311 Development
  • 131211 Financial Aid, Long Island
  • 125123 Financial Aid, NYITCOM
  • 111221 General Counsel
  • 111511 Human Resources
  • 140141 Insurance
  • 120311 Institutional Research and Assessment
  • 140151 Internal Audit
  • 142217 Payroll
  • 141031 Purchasing
  • 131131 Registrar, Long Island
  • 120119 Sponsored Programs and Research
  • 131011 Student Affairs
  • 121011 Academic Record – Health Professions, Behavioral and Life Sciences
  • 121211 Academic Record – Architecture and Design
  • 121411 Academic Record – Arts, Sciences and Communications
  • 121811 Academic Record – Engineering and Technology
  • 122111 Academic Record – Management
  • 121611 Academic Record – Education
  • 123011 Academic Record – Professional Development
  • 120600 Academic Record – Global Programs

Retrieving and Re-filing Records

Retrieve Records

  1. To retrieve records stored off-site, the record owner should email the request to the record administrator responsible for the tracking of records in your department. The request should minimally contain the barcode number, date needed, and delivery location. Note, rush orders are very expensive and should be avoided whenever possible.
    1. The record administrator will log in the request and initiate the transaction. Requests to Iron Mountain may be made:
    2. Via the Internet, by connecting to Iron Mountain (must have a valid user id and password)
    3. Via telephone, by calling Iron Mountain Customer Service at 800.327.8345 (must have a valid user id and password)

Re-file Records

  1. To re-file records, the record owner should e-mail the request to the record administrator responsible for the tracking of records in your department. The request should minimally contain the barcode and pickup location.
  2. The record administrator will log in the request and coordinate the pickup with the policy coordinator for the next scheduled trip.

Record Administrators

For storing records off-site, contact your record administrator:

Academic Offices
Sheri Kelleher
Tower House, Room 201, Long Island
516.686.1376

Admissions
Carol Kallman
Gerry House, Room 225, Long Island
516.686.1054

Buildings and Grounds
Emmett Urban
Simonson House
516.686.7992

Bursar
Patricia Duran
Harry Shure Hall, 1st Floor, Long Island
516.686.7986

Environmental Health and Safety
Kristen Panella
Simonson House, Long Island
516.686.7731

Planning and Assessment
Tripti Devkota
Wisser Library, Room 201, Long Island
516.686.7586

Development
Lisa Moore
NYIT de Seversky Mansion, Room F, Long Island
516.686.7880

Financial Affairs
Karen Wiesman
Gerry House Hall, Room 208, Long Island
516.686.7898

Financial Aid
Joann Nigro
Harry Shure Hall, 1st Floor, Long Island
516.686.7766

General Counsel
Rosemary Crescenzo
Gerry House, Room 214, Long Island
516.686.7784

Human Resources
Carol Jablonsky
Gerry House, 1st Floor, Long Island
516.686.1014

Internal Audit
Jessica Jones-Nagle
Harry Shure Hall, Room 115, Long Island
516.686.7912

NYITCOM
Joan Gothardt
Serota Building, Room 215, Long Island
516.686.3936

Registrar
Nancy Borchers
Harry Shure Hall, 1st Floor, Long Island
516.686.1277

Sponsored Programs and Research
Eileen Gazzola
Tower House, B10, Long Island
516.686.7488

Student Affairs
16 West 61st Street, Room 1102, Manhattan
212.261.1622

Considerations for Storage of Records

  • cost to store and retrieve records
  • access to records
  • onsite storage availability
  • onsite storage conditions
  • security and preservation of records

Reporting

Record administrators are authorized to run reports from the Iron Mountain website Report Center.

Common reports include:

  1. Activity
  2. Retention
  3. Inventory
  4. Financial

Reports are available from the Report Center in three formats depending on the report (XML, CSV and PDF). CSV format allows you to import data into databases and spreadsheets.

Reports can take up to 24 hours to receive. You may find your reports in the Report Center once they are ready.

Outdated Records

Record administrators will notify record owners of outdated records stored off-site. Upon notification, record owners must determine whether outdated records should be destroyed or retained for a longer period of time. Outdated records, whether on-site or off-site, require proper authorization to destroy.

Outdated records that meet the guidelines of this policy may be destroyed based on established record retention schedules or retained for an additional period of time, if required under the guidelines.

On-site Records

  1. Requests for the destruction of outdated records may be directed to the appropriate vice president, general counsel or president responsible for those records as defined by this policy.
  2. Approved requests may be processed through the Oracle System and entered by the approving office to ensure approved vendors are used and proper authorization is obtained.

Off-site Records

  1. Record administrators are responsible for notifying record owners of outdated records and providing them with a Destruction Eligibility List. View a Sample Destruction Eligibility List.
  2. Record owners are responsible for reviewing the Destruction Eligibility List and completing an Outdated Record Form, as well as obtaining proper authorization from the appropriate vice president, general counsel or president responsible for those records as defined by this policy.
  3. Completed outdated record forms should be sent to the record administrator who will forward all original documentation to the policy coordinator for processing.

Off-Site Archives

Magnetic Media

Iron Mountain Off-site Data-Protection
1165 Northern Boulevard
Manhasset, NY 11030

Hard Copies

Iron Mountain Branch/District Office
34 Harbor Park Drive
Port Washington, NY 11050

Roles and Responsibilities

For questions, comments or updates, please contact the Office of Internal Audit.

Policy Coordinator

Office of Internal Audit
Director of Internal Audit
Harry Shure Hall, Room 115
Northern Boulevard
Old Westbury, NY 11568-8000
Tel: 516.686.7915
Fax: 516.686.7919

Policy Coordinator:

  • Perform vendor account maintenance, including access rights, new division and department codes, and shipping addresses
  • Maintain the record retention policy and procedures in coordination with record administrators
  • Periodically review compliance with the policy for the management of offsite storage

Record Administrators:

  • Solicit and collect new requirements from faculty and staff annually
  • Track activity to/from the off-site storage facility
  • Reconcile activity to vendor reports
  • Resolve discrepancies and notify Accounts Payable of expected credits
  • Manage the budget process
  • Manage the outdated record process

Record Owners:

  • Pack and label boxes and complete transmittal forms as required
  • Determine need to retain outdated records and obtain proper authorization to hold or destroy accordingly
  • Determine annual record retention needs to assist record administrators with the budgeting process

Facilities:

  • Facilitate pickups on campus and by Iron Mountain


All employees should review the Employee Handbook for guidelines pertaining to Confidentiality. In addition, record administrators and facilities personnel may be asked to sign an Employee Confidentiality Statement if they will have physical access to college records.