External Resources

University Resources

Data Security
Data Classification Guide – Technology Services
University Security Guidelines for Box – Technology Services
Export Controls and Trade Regulations – University Counsel

Supported Services
Document Management - AITS
Web Content Management System - AITS
Form Builder - UA
Box - UA
Share Point -UA

Best Practices for Creating Digital Collections – UIUC University Library

Student Records
Release of Student Information flowchart – UIUC Office of the Registrar

University Policies

For more information about policies and guidelines at the University, please visit the FAQs page.

Data Security Policies
Social Security Numbers Policy – The University’s policy on the collection, management and dissemination of social security numbers.

Payment Card Industry Data Security Standards (PCI DSS) Policy – The University follows the technical and operational requirements set by the PCI Security Standards Council to protect cardholder data.

Box Terms of Service govern staff and student access to and use of the Box service.

General Records Policies
The University’s General Rules Concerning University Organization and Procedure, Article VI, Section 4 speaks to Archives and Records Management.

Student Records Policies
UIC Office for Admissions and Records (OAR) Student Records Policy, and Appendix A, which is a glossary of commonly requested records with a listing of the location and custodian of those records.

UIS Office of Records and Registration and their Student Record Policy

UIUC Office of the Registrar, FERPA webpage

State Laws and Regulations

Illinois State Records Act (5 ILCS 160) – Specifies how University records as State records need to be managed.

Illinois Electronic Commerce Security Act (5 ILCS 175) – Explains that an electronic record, in most circumstances, has the same authority as a paper version.

Joint Committee on Administrative Rules (JCAR) – Part 4400 – State Records Commission rules which specify how University records as State records need to be handled in order to maintain compliance with the regulations in the Act.

Federal Laws and Regulations

Health Insurance Portability and Accountability Act (HIPAA) – Protects access to individual medical records.

Family Educational Rights and Privacy Act (FERPA) – Protects access to student records.

External Organizations

These organizations are often used as resources for the RIMS staff in the course of their work at the University.

American Association of Collegiate Registrars and Admissions Officers (AACRAO) – Guide for Retention and Disposal of Student Records

Association for Information and Image Management (AIIM) – The Global Community of Information Professionals

ARMA International (formerly the Association of Records Managers and Administrators) – a not-for-profit professional association and the authority on governing information as a strategic asset

National Archives and Records Administration (NARA) – The nation’s record keeper of all documents and materials created in the course of business conducted by the United States Federal Government that are important for legal or historical reasons.

Society of American Archivists (SAA) – North America's oldest and largest national archival professional association

We strive to keep our resources up to date, but if you find a broken hyperlink or an error in one of the resources provided here, please send a report via the form on the Contact Us page. Any comments or suggestions for additional resources would also be very welcome.