Lane Community College is a public institution and its records are governed by the public records laws of Oregon. The Records Program assists the college community in systematically managing the appraisal, scheduling, storage, and disposition of college records.
Search Departmental Records
- Departmental records are listed as "Unprocessed Materials."
- Records which have been destroyed are included in the search results: if there is no inventory location listed the records have most likely been destroyed.
- Email archives@lanecc.edu to set up a time to view the records.
Qualifying Records
- records must be inactive (no longer required to carry on current activities and business),
- records must be the official copy of the records,
- records must have at least two years remaining on the scheduled retention period.
- Do not send personnel records, ie PAF, PTSOA forms, employee evaluations, to the Archives. Contact Human Resources to discuss retention or transfer of custody of personnel forms held in departmental files.
Prepare Your Records (Examples)
- Contact the Archives (archives@lanecc.edu) to obtain official archives boxes.
- Remove records from hanging files or 3-ring binders and place the records in file folders.
- Remove rubber bands, binder clips and thick plastic enclosures.
- Remove duplicate and unnecessary records.
- Label folders clearly, including record type and significant dates.
- Put only one series or type of record in a box. Boxes containing records with mixed retention periods will not be accepted for storage.
- Do not overstuff or underfill the boxes. The boxes should be packed such that files will not sag and bend, and a single file can be easily removed. If the records do not quite fill the box, make a spacer from used cardboard such as empty tissue boxes. If the box is considerably too large, request a half-size record storage box from the Archives.
- Do not store photographs, negatives, or other records in non-paper formats together with paper records.
Transfer Records to the Archives
- Fill out the Transmittal Form and Contents list and email it to archives@lanecc.edu.
- Mark each box in a series on the upper left corner of the front of the box with an abbreviation for the department, the box number, and total number of boxes in the accession. (ie HR 1 of 6).
- Put in a Work Order to have FMP pick up the filled boxes and deliver them to the Archives: Building 4, Room 108.
The Archives will assign an Accession number and retention schedule for the collection and return a copy of the completed transmittal form and contents list to the department. Keep this copy to refer to when requesting records from storage and authorizing destruction of records.
Authorization for Records Retention and Disposition
The State Archivist creates Records Retention Schedules, published as Oregon Administrative Rules, giving state and local agencies the lawful authority to destroy or otherwise dispose of commonly occurring public records, as defined in ORS 192.005.
OAR 166-450 is the retention schedule for community colleges which gives Lane Community College the authority to lawfully dispose of records.
Access and Confidentiality
Legal custody of the records temporarily stored in the Archives remains with the department that created the records, and access to records in storage is limited to the creating department and the Archives staff. All requests for records access from other departments or persons will be referred to the creating department for authorization.
Access to public records, especially to student records and personnel records, may be limited because of privacy concerns. The confidentiality of records, access to public records, and the handling of requests for information are governed by several state and federal statutes and administrative rules.
- ORS 192.501-505 governs the exemption from disclosure of public records.
- OAR 581-041-0410--0530 governs privacy rights and information reporting in community colleges.
- FERPA, the Family Educational Rights and Privacy Act (Buckley Amendment) 20 USCA Section 1232g, governs access to information in student records. (also known as 34CFR99)
Procedures:
- For policies and procedures concerning access to personnel information, contact Human Resources.
- For policies and procedures concerning access to student records, contact Enrollment Services.
- Other questions about access and confidentiality issues should be referred to the college archivist or appropriate department.
Organizational Changes
The records of programs, departments, offices, or other academic or administrative units that have been eliminated, reassigned or combined with another unit should be transferred to the Archives for proper retention, disposition, and preservation.