Document Management

Policy

The International Student and Scholar Services Office maintains documents that are necessary for the ongoing functions of the office and those it serves. In most cases, documents are submitted electronically and are saved in the appropriate database/electronic storage files. In rare cases where we must use hard copies, the staff will scan the document and electronically file it in the appropriate location. The hard copies, unless required by law or Baylor procedures, will be destroyed after 5 months. After 5 months, all hard copies will be destroyed by the professional service used by Baylor, Shred-It.

Note: Student workers in the International Student and Scholar Office have signed a confidentiality agreement in order to be able to work with documents with sensitive information.

Procedure

  1. An ISSS staff member (including student workers) will scan the hard copies of documents into the appropriate electronic file.
  2. The original hard copy will be placed in a filing cabinet in a folder for that particular month. The documents will be placed in alphabetical order by the last name of the person who submitted the document or for whom it was submitted.
  3. After 5 full months have elapsed, the folder’s contents will be placed in the Shred-It box in the office. (Example: Documents submitted anytime in January will be destroyed beginning July 1.)