Records Management Program

City College has been asked by CUNY to implement the new CUNY Records Retention and Disposition Schedule, which indicates the minimum length of time that college and University officials must retain records before they may be disposed of legally. Its purpose is to ensure that records are retained for as long as required for administrative, legal, and fiscal purposes, as well as encourage the systematic disposal of records that are no longer needed.
CUNY has appointed a University Records Management Specialist, Martha Aspromatis, to help the CUNY colleges, including City College, facilitate this process. She will be making site visits to help create administrative and department schedules, which will clearly show the retention period for all your department’s documents and records.
Each department must designate someone to serve as the coordinator for the Records Retention project to oversee the process. In advance of meeting with Ms. Aspromatis, the coordinator will prepare a list of records for review. During the meeting, the CUNY retention schedule will be consulted to determine the retention period for your individual department’s records.
The coordinator should be a full-time employee who is knowledgeable about the characteristics and use of their department’s records. If students or non-college personnel will be assisting the coordinator and accessing the files during the organizing process, they must fill in the Non Public University Data Access Waiver.