Tuesday, September 26th, 2017

Access & Confidentiality


Archival materials are open by appointment for research by the administration, staff, faculty, and students of UACCH as well as to interested members of the community. The Archives provides access to the materials and assistance in identifying and using appropriate materials. Requests may also be made by telephone or email. The Archives will furnish copies of documents and photographs at a nominal cost.

Archival materials do not circulate and must be used in UACCH Library under supervised conditions. Reference procedures are designed to ensure the preservation of the records for future researchers.

Access and Confidentiality

Access to student records and personnel records, is limited because of privacy concerns. The confidentiality of records, access to public records, and the handling of requests for information are governed by several state and federal statutes and administrative rules. The federal Family Educational Rights and Privacy Act, also known as FERPA or the Buckley Amendment, prohibits, with certain limited exceptions, the release of information from a student’s educational records unless the student has given written consent.

There is a common misconception that the Arkansas FOIA is a retention statute. The Arkansas FOIA law states that if one receives a request for public information and he request falls within the definition of a public record, and it is not covered by one of the emptions, then the agency has to make it available. Only retention statutes require one to retain, and Arkansas does not have a general retention statute requiring public servants to retain ‘records.’ However, there are statutes within the Arkansas Code that require particular government entities to retain particular records. (from Practical Approaches to Electronic Records Management and Preservation at http://www.dis.arkansas.gov/poli_stan_bestpract/pdf/RecordMgtGuideline.pdf)

Records stored in the Records Center are in the physical care of Archives and Records Management; however, legal custody of the records remains with the department, office, program, or person who created and maintained the records. The creating department and the Archives staff and Records Management have access to the records. However, the creating department controls access to the records and the Archives refers any requests for access to records stored by the Archives to the creating department(s).

Procedures:

  • For policies and procedures concerning access to personnel information, contact Human Resources.
  • For policies and procedures concerning access to student records, contact Enrollment Services.
  • Other questions about access and confidentiality issues should be referred to the college archivist or appropriate department.

??????????? governs the exemption from disclosure of public records.
OAR 581-041-0410–0530 governs privacy rights and information reporting in community colleges.
FERPA, the Family Educational Rights and Privacy Act (Buckley Amendment) 20 USCA Section 1232g, governs access to information in student records. (also known as 34CFR99)
Procedures:

For policies and procedures concerning access to personnel information, contact Human Resources.
For policies and procedures concerning access to student records, contact Enrollment Services.
Other questions about access and confidentiality issues should be referred to the college archivist or appropriate department.