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Records Management

The Montgomery College Records Management program exists to ensure that the College manages its business and administrative records in accordance with Federal and State laws and regulations.

The goals of records management are to

• Provide the right information at the right time to the right person at the lowest cost possible.
• Retain records for the required period of time and destroy records when they become obsolete.

Records management is the responsibility of every College office.

If you have College records or items that you believe may be of historical or archival value, please see the Special Collections website at http://cms.montgomerycollege.edu/libraries/archives.html.

Records Management Program

• Importance of Records Management
• Lifecycle of Records

Records Management Procedures and Forms

• Procedures for Records Management (pdf) – A how-to manual that describes how to handle College records to meet State requirements.
• Empty Carton Request Form (pdf) – Use this form to request empty cartons.
• Carton/File Retrieval Request Form (pdf) – Use to request a carton or file from Records Management. 
• Carton Contents Sheet Form (pdf) – Use to inventory the records that have been packed in a records storage carton.
• Carton Pick-up and Transfer Form (pdf) – Use to request that the Records Management Office pick up records storage cartons from your location and transfer them to off-site storage.
• Certificate of In-House Records Destruction – Use to report the destruction of public records that are retained in your office (and not sent to off-site records storage).  The retention period and destruction should be completed in accordance with the College Records Retention Schedule.
• Appointment of Records Management Contact Person Form (pdf) – To be used by an Administrator to appoint a person to be the Records Management point of contact for the College's Records Managment office.

Records Retention and Disposal

• Purpose of the Records Retention Schedule
• Record Retention Schedule 2003 (pdf)
• Certificate of In-House Records Destruction – Use to report the destruction of public records that are retained in your office (and not sent to off-site records storage).  The retention period and destruction should be completed in accordance with the College Records Retention Schedule.
• Agency Records Inventory (pdf) - Applicable to paper records. Use this form to inventory your Office’s records and to add, change or delete a record series on the College’s Records Retention Schedule.
• Electronic Records Inventory (pdf) - Applicable to records stored electronically. Use this form to inventory your Office’s records and to add, change or delete a record series on the College’s Records Retention Schedule.
  
  
  

   Overwhelmed with Records Flyer                   Records Management Brochure

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 Location and Contact Information

Records Management / Montgomery College
Office of Information Technology
15400 Calhoun Drive, Suite 310
Rockville, MD 20855

Records Management Assistant:
Telephone: (240) 567-3188
E-mail: records.management@montgomerycollege.edu

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