Maricopa Community Colleges

Public Stewardship

Records and Information Management

As stewards of the public's resources, employees of MCCCD are responsible for providing proof of the work we do to satisfy legal and statutory regulations. The process of creating, assessing value, maintaining and disposing of documents and data is what record and information management is all about.

Who is responsible for managing records and information for the MCCCD? The simple answer is ... everyone. Faculty, staff and administrators (whether full-time, part-time, OSO, OYO, temporary or adjunct) are responsible for the documents and data they create in the course of daily operations. All Maricopans are responsible for knowing about records and information management and public records release. The Office of Public Stewardship provides training and guidance on records and information management.

Common Terms Defined

Documents are materials created during the transaction of business, regardless of format.

Records are documents that have been given a value through analysis, interpretation or compilation in a meaningful form (see official definition per state statue in the FAQ).

Records management is the maintenance and disposition of a record throughout its lifecycle.

Maintenance is the retention of documents for further use (which includes security for confidential information).

Disposition is the destruction of records with lawful authority based on an approved retention and disposition schedule by the Arizona State Library, Archives and Public Records. Destroying public records without lawful authority is a class 4 felony (ARS §38-421), as is destroying records while a legal investigation is in action or pending (this includes public records requests).

Data are institutional assets (in an electronic format) used to support instruction, student services and administrative functions.

Information is data that has been given value through analysis, interpretation or compilation in a meaningful form (as defined by ARMA International)

Information management is the practice of analyzing information as a resource of the organization—how that information will be acquired, recorded, organized, stored, retrieved and shared—throughout its lifecycle. Information management helps to support the effective use of information within the organization.

Back-ups are a point-in-time recording of data and information, usually maintained for a short time.

An archive is a system for maintaining information as needed according to the time frame on an approved retention schedule.

Resources

Following is a list of helpful resources. The staff of the Office of Public Stewardship are always available to help work though any questions or concerns regarding records and information management and public records requests and release.

 

Public Records

What are Public Records?

All records [and information] made or received by public officials or employees of the state in the course of their public duties are the property of the state (A.R.S. §41-1347(A)). Public records shall be open to inspection by any person at all times during office hours (A.R.S. §39-121). All public bodies shall maintain all records . . . reasonably necessary or appropriate to maintain an accurate knowledge of their official activities and of any of their activities which are supported by monies from the state or any political subdivision of the state (A.R.S. §39-121.01(B)).

The MCCCD is a political subdivision of the state so most records and information created by the MCCCD are considered public records. If a public records request is made, MCCCD has the responsibility to disclose the information. However, confidential information is protected from release (except during a legal discovery process). Denying access to public records may occur if:

  • the information is statutorily confidential or privileged (FERPA, HIPAA);
  • the information falls within an individual’s right to privacy (personal address/phone, social security number);
  • it is not in the best interest of the MCCCD to release it (to do so would seriously impair performance of duties); or
  • the records are sealed by Court Order.

Request MCCCD Records