Contact Special Collections and University Archives with questions about records management, electronic records, web archiving, digital preservation, and searching and using archival records.
Laws and policies governing records management exist at the university, university system, state, and federal levels and include the following:
Specifies record types, conditions of retention, and disposition of university records, not including University of Maryland Department of Public Safety.
Specifies record types, conditions of retention, and disposition of University of Maryland Department of Public Safety records.
Describes how the university intends to comply with requirements of the Federal Family Educational Rights and Privacy Act (FERPA), including how students may obtain access to educational records and how the university will notify students of their rights under FERPA.
Outlines policy on the use of names, sex and gender identity markers, and honorifics or titles recorded for students, active or retired faculty and staff, and alumni of the university.
Describes how the university complies with the Maryland Access to Public Records Act (Annotated Code of Maryland, State Government Article §10-601 et seq.).
Defines and establishes policy for the management of institutional data, which relates to administrative functions of units of the university.
Establishes roles, responsibilities, and requirements for data management on campus, including data security and levels of access.
Describes how the university intends to comply with the Federal Health Insurance Portability and Accountability Act (HIPAA).
Describes university practices to comply with the Federal Trade Commission's Safeguard Rule and the Financial Services Modernization Act of 1999, which requires institutions of higher education to implement administrative, technical, and physical safeguards for certain types of nonpublic personal financial information.
Authorizes the creation of unique identifiers for persons in university transactions, replacing the use of social security numbers.
Establishes university policy and procedures to maintain a central repository and approval procedure for all forms, as required by the Annotated Code of Maryland, State Government Article, §10-604 through §10-608.
Describes the purpose, scope, and practices through which the Libraries build and shape the University Archives, the official repository for the university's permanent records and other materials documenting university history.
Establishes requirements for institutional policies on creating and providing access to academic transcripts and financial aid records of enrolled students.
Establishes requirements for policies protecting the confidentiality of student education records.
Requires University System of Maryland institutions to comply with the Maryland Public Information Act.
Establishes the need for a Records Management Program at each institution within the University System of Maryland, as well as high-level roles and responsibilities for administering these programs.
Establishes the need for a Forms Management Program at each institution within the University System of Maryland.
Establishes an annual consolidated financial audit of institutions and components of the University System of Maryland.
Establishes University System of Maryland policies on travel approval, reservations and ticketing, reimbursement, use of vehicles, and travel with spouses. Requires USM institutions to publish clear and concise policy, requirements, and procedures consistent with the System-wide travel policy.
Establishes a framework for creating institutional information technology policies, standards, guidelines, and operating practices compatible with the State of Maryland Information Technology Master Plan.
Requires USM institutions to submit any reports, policies, and procedures available on institutional websites to the Chancellor or Chancellor's Office.
Annotated Code of Maryland, State Government Article §10–608 through 10–615:
Defines the terms archives, division, program, and records officer.
Establishes that the Records Management Division of the Department of General Services (the Division) must work together with the State Archivist to develop and administer records retention and disposition schedules.
Establishes the need for a records management program and records officer in each unit of state government (including the University of Maryland).
Describes the responsibilities of the Division, including oversight and inspection of records and records management across units of state government.
Defines additional terms including public official, record, and records inventory.
Lists unauthorized uses or conditions of records destruction.
Describes the purpose, scope, procedures, form and format, and responsibilities of agencies, custodians, public officials, and employees in carrying out records retention and disposition schedules.
Establishes state law for managing medical records.
Maryland Public Information Act, governing access to public records.
Protects the privacy of student education records.
Establishes national standards for electronic health care transactions and code sets, unique health identifiers, and security.
