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Archive Policy

All data files, records, documents and images, regardless of virtual forms and characteristics, originally created, generated (downloaded) or received, and/or transmitted to and from by the Pacific InterContinental College’s (PIC) Administrative Office, Academic Departments and its faculty in the conduct of their official business functions, operations, transactions and other activities, become the exclusive property of PIC. As such, they not destroyed or removed from the creating units (workstations) without the approval of Management in consultation with or upon the recommendation of the Archivist.

The Management, in consultation with the PIC Archivist, should retain these records in the PIC archive (server unit) until further classification, qualification and determination results to its determination and decision of their permanent or non-permanent values. All data files, documents, records and or images (including designs) originally created, received, or generated (downloaded) by the creating units (work stations) should, therefore, be saved and released to the server unit of PIC under the care of the Archivist for preservation and administration for current and future accesses, use and purposes.

Once such materials are transmitted or transferred to the archive (server unit), Management should have prompt access to them. However, the Archivist, shall from time to time, determine the retention or disposability some data files and shall duly inform and advise Management, as well as the creating units (work stations), of their respective usability or disposability from the archive (server unit) and their consignment to external data drives or discs (back up files) to avoid clogging of data and ensure better data storage capacity of the archive(server) unit, as well as to ensure the regular, efficient and organized storage of data files.

The Archivist shall from time to time reproduce some data files electronically or optically at the instance and instruction of Management for security, preservation, research and other official purposes. The Archivist may accept historical materials of any medium, including textual records, photographs and other visual records, maps, plans and architectural records, sound recordings and oral history tapes, artifacts and other multi-dimensional objects. The Archivist will only accept materials on a permanent basis, except when borrowing materials for short-term loans to reproduce/microfilm or to include it for displays or exhibits.

SECTION 1. GENERAL ACCESS AND RESTRICTION POLICIES


1.1 The PIC archive (server unit) administered to make records available on equal terms of accessibility in accordance with the standard professional policy and archival practices. Equal access, however, does not mean that all records are open for any research purposes.

1.2 The PIC Archivist holds the responsibility of balancing the researcher’s official need for access, in conformity with applicable laws regarding freedom of information versus the need for the privacy of persons or the confidentiality of information on persons and institutions whose activities documented in the materials.

1.3 Restrictions imposed on the designated classes of data files of information for a specific period made available only to the origin of such data files of information upon the approval of Management.

SECTION 2. GENERAL ACCESS AND RESTRICTION


The following is a list of general restrictions applied to certain types of archival materials:


  • Materials are restricted by statute, regulation, executive order, or court order. Information contained in such materials may be disclosed only in accordance with the provisions of such statute, regulation, executive order or court order.
  • The disclosure of materials containing information would constitute clearly unwarranted invasion ofpersonal privacy or a libel case of a living person. Such records may be disclosed only to the archive administrator in the performance of normal archival work, and to the officers and employees of the office of origin, or its success or anyone who have a need for the record in the performance of their official duties.


For donated records/information, such restricted information, may be disclosed only to the donor, his/her assignee or authorized representative, pursuant to the provisions of the Donors Deed of Donation or Agreement. In addition, time restrictions on the use of these records will be imposed as follows:


  • Personal student records will be restricted for fifty (50) years after graduation from college, from the last year of severance of relations with the College.
  • Records of the members of the Board of Directors, the administrative officers and staff, and the faculty will be restricted for twenty-five (25) years from the time of separation from the College. Even after the passage of time, if there is any reason to justify the withholding of the disclosure of information, a reasonable inquiry into possible sources of objection must be made prior to the release of the materials.
  • Materials containing business and financial information are obtained with the expressed or implied understanding of confidentiality. Such information may be disclosed only if the party who sought assurances of confidentiality agrees to its release, and/or, if in the judgment of the Archivist/Webmaster, the passage of time would justify the release of the information.
  • Materials containing confidential employment of personnel information, such as appointment papers, performance evaluation results, disciplinary actions, etc are off-the-record. Such information may be disclosed only if the information does not identify the particular individuals or if the particular individual or his legal representative agrees to its release, or if the individual is deceased and the passage of time, as mentioned above, justifies its release.