Archiving Policy

Archiving Policy for Integrated Business and Financial Studies

Purpose

This policy sets forth the requirements for archiving Integrated Business and Financial Studies (IBFS) records. IBFS records are defined as any records created or received by the IBFS program in the course of its business, including but not limited to:

  • Student records, such as transcripts, course evaluations, and letters of recommendation
  • Faculty records, such as curriculum vitae, teaching evaluations, and research papers
  • Program records, such as annual reports, budgets, and strategic plans

Archiving Requirements

All IBFS records must be archived in accordance with the following requirements:

  • Records must be retained for a minimum of 7 years after the student has graduated or the faculty member has left the program.
  • Records must be stored in a secure and accessible location.
  • Records must be organized in a logical and consistent manner.
  • Records must be properly labeled and indexed.
  • Records must be backed up on a regular basis.

Archiving Procedures

The following procedures must be followed when archiving IBFS records:

  1. Identify the records that need to be archived.
  2. Determine the retention period for each record type.
  3. Select an archiving method.
  4. Prepare the records for archiving.
  5. Archive the records.
  6. Monitor the archived records.

Archiving Methods

IBFS records can be archived using a variety of methods, including:

  • Paper-based archiving
  • Electronic archiving
  • A combination of paper-based and electronic archiving

The best archiving method for a particular record type will depend on a number of factors, such as the format of the record, the retention period, and the cost of archiving.

Preparing Records for Archiving

Before archiving a record, it is important to ensure that it is complete and accurate. Any missing or inaccurate information should be corrected. The record should also be converted into a format that is compatible with the chosen archiving method.

Archiving Records

Once a record is prepared for archiving, it should be stored in a secure and accessible location. If paper-based archiving is used, the records should be stored in a fireproof and waterproof cabinet. If electronic archiving is used, the records should be stored on a secure server.

Monitoring Archived Records

Archived records should be monitored on a regular basis to ensure that they are still accessible and accurate. If any problems are found, the records should be corrected or migrated to a different archiving system.

Responsibilities

The IBFS program director is responsible for overseeing the implementation of this archiving policy. The program director may delegate specific archiving tasks to other staff members.

Review

This archiving policy will be reviewed and updated on an annual basis.