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Howard Community College (HCC) is required by the Annotated Code of Maryland State Government, Title 10-631-634 and COMAR 14.18.02 to develop a program to efficiently manage its records.  This includes the establishment and regular review and revision of records retention and disposition schedules (RRDS).  An RRDS must be developed and approved by the state archivist.  Access to the approved schedule is through the HCC office of planning, research, and organizational development portal.  The college conducts a review of the RRDS every five years, or sooner if necessary.  The college president or designee is responsible for ensuring that all public records created or received by the college are on an approved records retention and disposition schedule.

A public record may not be disposed of without authorization from the state archivist.  This authorization must be obtained by means of filing an RRDS with the State of Maryland.  The willful, unauthorized destruction or alienation of any public record is a misdemeanor, subject to criminal penalties set forth in the Annotated Code of Maryland, Criminal Law Title 8-606.  The Annotated Code of Maryland State Government Title 10-611 defines a public record as the original or any copy of any documentary material that is made by a unit or instrumentality of the Maryland State government or of a political subdivision or received by the unit or instrumentality in connection with the transaction of public business.  This includes records or documents required by law to be filed with or kept by the college.  Public records can be in any form and format, including paper, microfilm, electronic, etc.  Electronic records are records in computerized or machine-readable format, including but not limited to email, voice mail, college web pages, databases, source data, and derived digital products, such as maps and electronic government publications.  If records are born-digital and only printed for reference, the record copy is the electronic version.

All public records fall into one of two categories:  permanent or non-permanent.  Permanent records are public records that have been appraised by law, statute, rule, college personnel, or the state archivist as having ongoing administrative, fiscal, legal, historical, or other archival value.  Records designated as permanent are permanent in any form or format.  Permanent records must be transferred to the Maryland State Archives for preservation and permanent retention.  Electronic records designated as permanent must be maintained and transferred to the Maryland State Archives in accordance with COMAR 14.18.04.  Examples of permanent records include, but are not limited to: official correspondence that serves to document the origin, history, and accomplishments of the college; agendas and minutes of official meetings; books of final entry and general ledgers; and the college’s external audits.  The college's RRDS identifies which records are permanent and states how long permanent records are maintained at the college prior to transfer to the State Records Management Center. 

Non-permanent records are public records with temporary value that may be disposed of in accordance with the college’s RRDS.  Examples of non-permanent records include personnel records and timesheets, purchase orders, and draft agendas and unofficial minutes of meetings.

Per the approved RRDS, if an office would like to arrange for transfer of permanent records to the Maryland State Archives or non-permanent records to the State Records Management Center, the office should contact the PROD office for assistance.

Policy Manual Review/Revision: 11/8/13