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Campus Records Management Program
Recent changes in state and federal law affecting the creation, maintenance, and disclosure or dissemination of information from campus records - including the federal USA PATRIOT Act and the CAN-SPAM Act, and amendments to the state Information Practices and Public Records Act -- have prompted new initiatives by the campus administration to ensure that all staff who handle student, employee, or faculty records, are aware of and understand their administrative responsibilities under both applicable policy and the law. In all cases, the primary challenge facing the campus will be to strike an appropriate balance between ensuring the protection of the privacy of students, staff and faculty, while at the same time meeting our legal obligations to disclose.
On May 1, 2008, Associate Chancellor Linda Williams was appointed by the Chancellor to serve as the Campus Information Practices Coordinator with broad responsibility for coordinating campus records management, policy development and dissemination, and providing advice, information, and, where appropriate, training to unit records personnel on records management matters such as departmental responses to Public Records Act requests, as defined in Business and Finance Bulletin RMP-1. In this regard, Associate Chancellor Williams will be assisted by Alan Kolling, campus Public Records Act Coordinator, and Susan Combs, manager, Chancellor's Communications and Resource Center (CCRC). Please contact them with any questions or comments about this website.
References
1. Business and Finance Bulletins
IS-2: Inventory, Classification, and Release of University Electronic Information
IS-3: Electronic Information Security
IS-11: Identity and Access Management
IS-12: Continuity Planning and Disaster Recovery
RMP-1 University Records Management Program
RMP-2 Records Disposition Program and Procedures
RMP-3 Forms Management Program
RMP-4 Vital Records Protections
RMP-5 Records Retention Program for Financial Documents Pertaining to Federal Awards, University
RMP-6 Microfilm Guidelines
RMP-7 Privacy of and Access to Information
RMP-8 Legal Requirements on Privacy of and Access to Information
RMP-9 Guidelines for Access to University Personnel Records by Governmental Agencies
RMP-10 Instructions for Responding to a Subpoena Duces Tecum
RMP-11 Student Applicant Records
RMP-12 Directories and Mailing Lists
2. Campus Policies Relating to Records
Academic Personnel Records, Access to
Clery Act Manual
Computerized Personal Information, Protection of
Data Management, Use and Protection (DMUP) Policy
Electronic Mail Policy
Employee Email, Access to
Financial Interestes Related to Federally Sponsored Research, Disclosure of
Information Technology Security Policy
Library Records, UC
Records Disposition Manual
Research Records, Public Requests for
Research Records, Retention & Disposition Requirements
Responsibilities Guide
Staff Personnel Records, Access to
Student Records, Disclosure of Information From
3. Campus Administrative Memoranda on Records
01/27/04 - New Provisional Data Management, Use and Protection Policy
01/20/04 - Campus Records Management
11/06/03 - Final Report of the USA PATRIOT Act Steering Committee
08/29/03 - Security of Personal Information in Campus Administrative Systems
08/13/03 - Policy on Conduct of Criminal Background Checks
07/01/03 - New Personal Data Security Legislation
06/02/03 - Campus Information Technology Security Policy
09/06/02 - AB 655 - Background Investigations: New Obligations
03/16/02 - 2001 Crime Statistics for Student Right to Know
12/03/01 - Anti-Terrorism and Student Records
04/27/97 - Availability of Annual Security Report for Students & Employees
04/15/97 - Policy: Disclosure of Info from Student Records
4. California and Federal Laws on Records
California Information Practices Act
California Public Records Act
Federal CAN-SPAM Act
Federal Family Educational Rights and Privacy Act of 1988
Federal USA PATRIOT Act
Federal Gramm-Leach-Bliley Safeguarding Rule
Federal Health Insurance Portabililty and Accountability Act of 1996
5. Frequently Asked Questions
Public Records Act - link is to the U.S.A. Patriot Act webpage from the Executive Vice Chancellor's website at UCB.
Responding to Subpoenas
6. Helpful Links
Federal Trade Commission website on identity theft
Last updated: 07/11/2008