Access Policy for Institute Archival Records

The Institute Archives and Special Collections at RPI acquires, preserves, and provides access to records of enduring value documenting the Institute’s history. Access to these materials is governed by the dual obligation to support research and to protect the confidentiality of sensitive information relating to individuals and Institute operations.

This policy establishes access restrictions consistent with professional archival standards and applicable federal and state law.

General Access

Institute archival records are restricted for a period of twenty (20) years from the date of their creation.

For records generated by Institute officers and senior administrators, records remain restricted for twenty (20) years following the individual’s departure from office. This restriction applies to the entire body of records created during the individual’s tenure.

Records documenting the activities of other Institute units and offices are opened for research twenty (20) years after the most recent date represented within each accession.

Office of the President Records

Records of the Office of the President are governed by the access provisions applicable to Institute officers and senior administrators and are generally opened for research twenty (20) years following the President’s departure from office.

Materials within these records that fall into restricted categories—including, but not limited to, Board of Trustees records, development and fundraising records, personnel records, and student records—remain subject to the applicable extended or permanent restrictions outlined in this policy.

All presidential records are subject to review by Archives staff prior to release to ensure compliance with these restrictions.

Extended Restrictions

Certain categories of records are subject to extended or permanent restrictions due to legal, ethical, and institutional considerations:

• Board of Trustees records: restricted for fifty (50) years
• Development and fundraising records: restricted for fifty (50) years
• Personnel records: permanently closed to all researchers and not available for access
• Student records: permanently closed to all researchers and not available for access

Definitions

For the purposes of this policy:

• Personnel Records: The Institute Archives does not actively collect personnel records as part of its archival acquisition program. However, such records may occasionally be present within transferred or accessioned record groups.

  When personnel records are identified, they are treated as restricted and may be returned to the originating office or managed in accordance with Institute records management policies.

  For the purposes of this policy, personnel records include, but are not limited to, records relating to employment, hiring, appointment, promotion, tenure, evaluation, discipline, compensation, benefits, and separation of faculty, staff, and student employees. This includes both administrative human resources records and faculty personnel files.

• Student Records: The Institute Archives may hold student records in accordance with the Institute’s records retention policies. The custody of such records by the Archives does not confer research access.

  Student records are permanently closed to all researchers and are not available for access in any form.

  For the purposes of this policy, student records include any records directly related to an identifiable student and maintained by the Institute, including academic, disciplinary, advising, and financial records, as defined under the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99).

  Access to student records is administered solely through the appropriate Institute office in accordance with applicable law.

• Access to Restricted Records

  Access to restricted records is limited to authorized staff of the office of origin for legitimate administrative purposes.

  No external research access will be granted to restricted records. Restricted records will not be made available in full, in part, or in redacted form.

• Legal and Regulatory Compliance

  Access to and restriction of Institute records are governed, as applicable, by:

  The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99), which protects the privacy of student education records

  Applicable provisions of New York State law concerning personnel, privacy, and institutional records

  Other relevant federal and state privacy, confidentiality, and records management statutes

  Requests for access to Institute records in connection with litigation, subpoenas, or other legal proceedings will be referred to the Institute’s Office of General Counsel. The Archives will not independently authorize access to restricted records for legal purposes.

• Statement of Practice

  This policy reflects current Institute practice and aligns with access standards at peer research institutions, including members of the Association of American Universities (AAU), which similarly restrict or permanently close personnel and student records to protect individual privacy and institutional confidentiality.

  This policy supersedes all previous versions.