Hillsborough Community College (HCC) currently provides 107 lockable file cabinets for storage of student paper records at its four campuses (see Table A, Student Paper Records).   Student paper records are filed in these lockable cabinets which are stored in the Office of Admissions, Registration, and Records (ARR) at each campus.   Further, each campus ARR Office is located in an access-restricted, locked area.   Where possible, cabinets that store student paper records are further secured by being placed in dedicated records rooms which also remain locked.    A limited number of ARR staff has access to the student records room and/or files (typically the Assistant to the Dean and one or two supervisors, depending upon the size of the office).  HCC maintains student records in accord with Florida Statutes Chapter 1002.22.   

An electronic data base which is a part of the institution’s mainframe computing system serves as the College’s primary student records repository.    As student paper records are received in the ARR Offices, the data is input into the electronic student data base, thus, the on-line student data base is a back-up system for most student paper records. 

Microfilm and microfiche records are stored off-site in a commercial, climate-controlled facility, Iron Mountain.  Working copies of microfilm and microfiche records are kept in the Records Management Office at the HCC District Administrative Offices Building, in a locked area (see Table B, Student Microfilm and Microfiche Records).   Microfilm and microfiche records are accessed by Records Management personnel only.  The Records Management Office reproduces and sends electronic copies of student records to authorized HCC personnel upon request.   

To further protect the security of student academic records on paper, the HCC Board of Trustees approved a five-year plan for the purchase and implementation of an electronic records imaging system on April 19, 2006, in the amount of $1,178,000.  Scanning of student academic records will begin in the 2006-07 academic year. The imaging of historical student paper records will be implemented in a multi-year approach because of the large volume of records that will require scanning.  When completely operational, the imaging system will enable the College to very significantly reduce the number of student paper records that will be stored on campuses.

In summary, HCC has in place the procedures, storage facilities, and an adequate   back-up plan to ensure the security of student paper records and student records on microfilm/ microfiche.   Tables A and B document the number of lockable filing cabinets at each campus and the security protocol required for access to those records.  The College’s electronic student database serves as the institution’s primary records repository and as a back-up to student records on paper.  Electronic imaging of student paper records will begin in the 2006-07 academic year.  Duplicates of microfilm and microfiche student records are stored off-site at Iron Mountain, a commercial records storage facility with which the College contracts.