Records Management Policies at ISU
The ISU Records Management Program was initiated in 2000. The policies related to the program arise from the legal requirements of the Idaho Public Records Law, State Board of Education guidance, and federal regulations. ISU policies have been updated to reflect the establishment of the Records Management Program.
Destruction: Records cannot be destroyed without prior approval of the Records Manager. Use the Records Destruction form to avoid the accidental destruction of records.
Access: The Records Manager is authorized to view and handle most files at the University and requires access to departmental records in order to ensure records are being handled/maintained appropriately.
Rules and Regulations that Govern Higher Education Records in Idaho
- Idaho Public Records Law- These codes include language detailing public records definitions, rights of the public to examine public records, some exemptions (which do not relate to typical higher education conditions), and the directive requiring agencies to have guidelines on how to manage their records.
- Idaho State Records Management
- Idaho Records Management Manual (currently off-line)
- Family Educational Rights and Privacy Act (FERPA)- This act regulates access to student records.
- Health Insurance Portability and Accountability Act (HIPPA)- This act seeks to ensure that medical records are secure.
- Nuclear Regulatory Commission (NRC)- This commission includes regulations on the use of radiological materials.
- Additional regulations from the entities such as the Internal Revenue Service and Americans with Disabilities Act may also be necessary to a department.
- AACRAO - American Association of College Registrar and Admissions Officers. The organization is authorized by the U.S. Department of Education to communicate the standards and requirements for student registration and admissions records, with attention to FERPA. Compliance with AACRAO guidance is also directly tied to institutional federal financial aid eligibility.
- NARA- National Archives and Records Administration
- NCAA - National College Athletics Association. Less formal than AACRAO, this organization is tied to the U.S. Department of Education financial aid eligibility system, as well as Title IX and ADA .
- OSFAP - Office of Student Financial Assistance Programs. This arm of the U.S. Department of Education has been formed to assist federal aid-granting agencies and higher education institutions with the changes and complexities of student financial aid requirements.
- AUPHA - Association of University Programs in Health Administration The (AUPHA) "is a global network of colleges, universities, faculty, individuals and organizations dedicated to the improvement of health and healthcare delivery through excellence in healthcare management and policy education. Its mission is to foster excellence and drive innovation in health management and policy education, and promote the value of university-based management education for leadership roles in the health sector."