Records Management Program at MIT
Institute Archives and Special Collections

FAQ (Frequently Asked Questions)

1. Where can I find out how long to keep records?
2. What are the different types of financial records?
3. What is the difference between a record (master) copy and a convenience (duplicate) copy?
4. What are the responsibilities of the departments, laboratories, and centers (DLCs)?
5. What is an Institute record?
6. Who sets policies about MIT records?
7. What is the difference between services offered by the Institute Archives and those offered by the Records Management Program administered by the Institute Archives?
8. Are there any limitations on what can be sent to the records storage facility?
9. Who is the Records Management Liaison for my office?
10. What is the Records Transfer List?
11. What is the Box Transmittal Form?
12. How do I get authorized to retrieve the records created by my office?
13. Have a question that is not here?

1. Where can I find out how long to keep records?
   MIT requirements for different types of records vary. Requirements for financial records can be found on the list of Financial Data Retention Schedules. For other types of records, contact the Records Management Program.
   
   
2. What are the different types of financial records?
   MIT's various financial records are described in the Financial Record Series Definitions (PDF) table
   
   
3. What is the difference between a record (master) copy and a convenience (duplicate) copy?
   
   
   • The record copy is the original (official) record and is subject to the retention schedule. It should be destroyed when the retention period (listed on the schedule) is met.
   
   
   • Convenience copies are all other copies of the record that were created only for convenience, reference, or research. These can be destroyed after their period of usefulness is over. Their retention period must not exceed that of the master or record copy.
     

4. What are the responsibilities of the departments, laboratories, and centers (DLCs)?
   The responsibilities of the DLC are as follows:
   
   
   • Become familiar with the retention requirements for financial records to understand which records are the responsibility of the DLCs. See Departments, Laboratories and Centers: How Long to Keep Financial Records.
   
   
   • If the DLC is not the official record holder, destroy convenience copies when they cease to be useful. Do not keep after the official record has met its retention requirements.

     Records (hardcopy or electronic) that may contain sensitive personal data (e.g. social security numbers, personal credit card numbers) must be securely destroyed. For secure paper destruction, see http://web.mit.edu/infoprotect/papershredding.html; for electronic information, see http:// web.mit.edu/ist/topics/security/sensitive/media_sanitizing.html.

     
     
5. What is an Institute record?
   All records generated or received by administrative and academic offices of the Institute in the conduct of their business, regardless of the form in which they are created and maintained, are the property of the Institute.
   (MIT Corporation, May 28, 1976)
   
   
6. Who sets policies about MIT records?
   The Corporation of MIT has developed a set of policies governing the care and management of its records. Policies adopted by the Corporation in 1975 and 1980 are described in MIT Policies and Procedures, Section 13.
   
   
7. What is the difference between services offered by the Institute Archives and those offered by the Records Management Program administered by the Institute Archives?
   
   
   • The Institute Archives is the repository for permanent Institute records.
     
     
   • The Records Management Program, which the Institute Archives oversees, is responsible for the administration of the temporary storage of administrative (including financial) records that have been assigned a destruction date.
   
   
   
8. Are there any limitations on what can be sent to the records storage facility?
   Yes. Records stored temporarily are those that have been determined to be of short term value only and have been assigned a destruction date. Records management storage is not a proper storage location for faculty papers, personal effects, office equipment, supplies, or publications.
   
   
9. Who is the Records Management Liaison for my office?
   See the list of Records Management Liaisons.
   
   
10. What is the Records Transfer List?
    The Records Transfer List is a form for listing the boxes being transferred to storage. The form is available in pdf and Excel. See instructions for completing the list.
    
    
11. What is the Box Transmittal Form?
    The Box Transmittal Form is a multi-copy form that is prepared for each box being transferred to storage. One copy serves as a box label. The form provides detailed information about the contents of each box. See instructions for completing the form.
    
    
12. How do I get authorized to retrieve the records created by my office?
    Please contact your Records Management Liaison about authorization.
    
    
13. Have a question that is not here?
    Email the Records Management Program at rmprogram@mit.edu.

Last modified 2/9/09