Records Retention Academic records are listed on TSTC's Retention Schedule which is approved by the Records Management Officer, the State Auditor's Office, and the Texas State Library and Archives Commission. This schedule allows for the destruction of records within a specific time frame and follows guidelines approved by the American Association of Collegiate Registrars and Admissions Officers. An academic record is not to be destroyed if there is an outstanding request to inspect and review the file. Also, explanations attached to the record by the student, and mandatory record of people who have reviewed the file cannot be destroyed. Record Security and Protection Paper, microfilm, or electronic student records will be kept in a secure location.
Security is an important aspect of the student file.
A system that is not secure will not only fail to afford student privacy, but it is easily tampered with. Records should be protected not only from individuals, but from fire, water, humidity, insects, and chemical damage. If microfilming is selected as a means of archiving records, two sets of microfilmed records should be maintained. One set should be easily available on site and another set should be stored in an off-site location to insure the security of the microfilmed records. Each college follows the guidelines issued by the Family Educational Rights and Privacy Act.