IOSHQ Records Management Policy
The IOSHQ Records Management Policy establishes principles for creating, maintaining, protecting and disposing of institutional records so that information remains accurate, accessible and appropriately controlled throughout its lifecycle.
Purpose of the IOSHQ Records Management Policy
Effective records management supports academic administration, credential integrity, institutional accountability and continuity of operations. IOSHQ records should be managed according to their purpose, sensitivity and continuing value.
This policy applies to institutional records maintained through relevant IOSHQ systems and processes, whether the records originate in digital or other formats.
Managing Records Throughout Their Lifecycle
Records management begins when information is created or received and continues through active use, controlled storage, retention and eventual disposition.
Create
Create or capture records necessary to document relevant academic, credential and institutional activities.
Maintain
Organize and protect records so they remain usable and appropriately accessible.
Retain
Keep records for the period justified by their purpose and applicable requirements.
Dispose
Securely dispose of records when retention is no longer required and no preservation requirement applies.
Institutional Records Covered by This Policy
IOSHQ records management may encompass different record categories according to the academic and administrative activity being documented.
Learner Records
Relevant enrollment, participation, assessment, completion and learner-administration records.
Credential Records
Records required to document issued credentials and support the integrity of credential verification.
Institutional Records
Records documenting relevant administrative, policy, operational and institutional activities.
Accuracy and Authenticity of IOSHQ Records
Institutional records should provide a reliable account of the activity or decision they document. Appropriate measures should therefore be taken to reduce unauthorized alteration, inappropriate deletion, duplication or loss of significant records.
Where a record requires correction, the correction should be handled in a way appropriate to the record type while preserving necessary historical or audit information where applicable.
Access to Institutional Records
Access to non-public records should reflect legitimate educational, administrative, credential or operational responsibilities. The existence of an institutional record does not mean that it is available for unrestricted public or internal access.
Authorized Access
Access should be limited to users with an appropriate reason to view or manage the relevant information.
Confidentiality
Confidential or sensitive records should be handled with safeguards appropriate to their nature.
Security
Record systems should be managed consistently with applicable IOSHQ information-security requirements.
Certificate and Credential Records
Credential records require particular attention because they provide the institutional record supporting confirmation of credentials issued by IOSHQ. Sufficient records may therefore be maintained to establish credential identity, status and verification information.
Detailed principles governing these records are addressed in the Certificate & Credential Records Policy.
Retention of IOSHQ Records
Records should be retained according to their continuing educational, credential, administrative, operational or compliance purpose. Different categories of records may require different retention periods.
Records must not be destroyed when they remain subject to an active complaint, appeal, investigation, dispute, security matter or another requirement that justifies continued preservation.
Records Containing Personal Information
Institutional records may contain personal information. Where they do, access, use, retention and disposal should also be considered within the applicable IOSHQ privacy framework.
Records management and privacy serve related but distinct purposes: records management determines how institutional records are controlled throughout their lifecycle, while privacy requirements govern relevant processing of personal information.
IOSHQ Records Management Policy FAQ
It establishes principles for creating, maintaining, protecting, retaining and disposing of institutional records throughout their lifecycle.
Relevant learner, completion and credential records may continue to be retained where they remain necessary for legitimate academic, administrative or credential-record purposes.
No. Access depends on the nature of the record, its purpose, confidentiality considerations and the authorization of the person requesting access.
A record may be eligible for appropriate disposal when its required retention period and legitimate purpose have ended and no complaint, investigation, dispute or other preservation requirement applies.
Questions About an IOSHQ Record?
Use the relevant institutional policy or contact IOSHQ when you need information concerning the management of an IOSHQ record.