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MIT Records Management Program: Home

Welcome!

New Service!   If your office has records stored at Iron Mountain, you can now request digital delivery of Scan on Demand for folders you identify.  Contact us at rmprogram@mit.edu if you'd like to know more about this service.

MIT policy 13.4

Records Management Program

The MIT records management policy provides for: 

orderly and periodic transfer of inactive Institute records from prime office storage space or inadequate remote storage to the Institute records center; 

the systematic destruction of noncurrent Institute records that have outlived their administrative usefulness; 

identification of Institute records that are of sufficient and continuing administrative and historical value to warrant their transfer to and preservation in the Institute Archives;

and assistance and advice to administrative and academic personnel about efficient record-keeping practices.

Overview of program

The Records Management Program is the mechanism by which the MIT Archival Policy is carried out. This includes the coordination of the following records management services:

  • Orientation and training for the Records Management Liaisons.
  • Advising on the development or update of records schedules.
  • Assisting in transfer of inactive records to the storage facility.
  • Ensuring timely destruction of inactive records at the end of their life cycle.
  • Identifying and acquiring records of permanent, enduring value for the Institute Archives.
  • Providing general assistance to Institute offices and departments in the management of their records.

Managing your records

We can help with the stages of records management:

Records storage

The Records Management Program assists offices and departments in arranging for transfer of their records to Iron Mountain, the records management company storing MIT's inactive, non-permanent records.

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Records retrieval

Access and retrieval of records should be coordinated through the Records Management Liaisons (RML) of the office in which they originated. Access to records created by another office should be coordinated through the Records Management Program.

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Records destruction

After records have reached the end of their in-office use, records should be destroyed according to the recommended destruction method outlined in the general records schedule and by MIT IS&T. Before records are destroyed, the Record Management Liaison should ensure that all audit requirements have been satisfied, there are no litigation holds present orint he foreseeable future involving the records eligible for destruction.  If the records are stored at Iron Mountain they should be checked by on-site viewing or receiving the boxes to verify their contents. Records destruction should be approved by the DLC Head and the Records Program.

Contact us

Image of a carton prepared for records storage.

Have questions about physical or digital records management?

Contact us at rmprogram@mit.edu