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Record Retention (Policy)

Office of Origin: Board of Trustees
Responsibility: President
Date Adopted: 08-22-17
Dates Reviewed: 08-22-17, 3-24-21 (C)
Last Date Board Approved: 08-22-17

Federal and state statutes require Lake Michigan College (the College) to maintain certain types of records for a specified period of time. Failure to retain those records for those minimum periods could subject the College to penalties and fines, inhibit potential evidence in a lawsuit, or seriously disadvantage the College in litigation.

The College expects employees to fully comply with the published records retention schedule, with one exception to any stated destruction schedule, which is as follows:

The College may inform employees that various records are relevant to litigation or a claim resolution proceeding, or potential litigation or a potential claim resolution proceeding. In that event, those records must be preserved and must not be destroyed, mutilated, or changed until the College determines the records are no longer needed to be preserved in their present state. The exception, which is called a “litigation hold”, supersedes any previously or subsequently established destruction schedule for those records. If an employee believes that this exception may apply, or have any questions regarding the possible applicability of the exception, they should contact Human Resources.

Failure to comply with the Records Retention Policy and its related procedure may result in disciplinary action, up to and including termination.

References: Lake Michigan College Record Retention Procedure; State of Michigan Records Management Services Records Retention & Disposal Schedule for Michigan Public Schools Approved December 7, 2010

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