RECORDS MANAGEMENT PROGRAM
Queens College has implemented the CUNY Records Retention and Disposition Schedule, which was completed by the Office of the General Counsel and approved by the New York State Archives. The schedule specifies how long various types of college records must be kept to satisfy various best practices: legal, fiscal, administrative, and/or academic requirements. The records management program is created in order to maintain an organized, useful and compliant system of record keeping and to facilitate the disposal of unnecessary and outdated documents held by college departments.
Each department has a designated employee who serves as the coordinator for this function. The coordinator should be a full-time employee who is knowledgeable about the characteristics and use of the department’s records. Departmental retention schedules are in place in each department. The schedules were designed with the input of each deparment and in compliance with CUNY's overall policy/schedule requirement. Any suggested change to each department's retention schedule must be discussed with the Records Management Program Coodinator, Zhili Liang prior to making any change.
It should be noted that "documents" may be maintained in any form (i.e., electronically) as long as they are exact copies of the original documents.
You should review and utlize the forms and resources available on this website. A Records Management Certificate of Destruction Form must be prepared for all materials destroyed pursuant to the Dept's Records Retention Schedule.
This website contains the CUNY Records Retention Policy, the QC Administrative Department Schedule (commonly held records), the QC Academic Department Schedule (commonly held records), as well as the records management certificate of destruction form (see links to the right).
Frequently Asked Questions about Departmental Schedules
1. What is a Departmental Schedule?
2. What is the Administrative Schedule?
3. How do I read my Departmental Schedule?
4. Where do the retention periods come from?
5. What if a record I have is not in my Departmental Schedule?
6. What should I do if I do not have records listed in my Departmental Schedule?
7. What do I do with duplicate records?
8. What do I do with files that have records in them with different retention periods?
9. What do I do with records that are past their retention period?
10. Can I keep records a different amount of time than listed in the Departmental,
Administrative, or CUNY Schedules?
11. When does my “year” start?
12. What if my department is involved in a lawsuit?
13. What do I do with electronic records?
14. Where can I get more details about the CUNY Records Retention and Disposition Schedule?
For more information, contact Zhili Liang at Zhili.firstname.lastname@example.org.