Digital and original, paper copy student records are maintained by the functional areas responsible for the creation, collection, maintenance, and retention of those records. Record integrity is maintained by restricting records creation and modification access to employees within each functional area. Access to student records corresponds with the employee’s job duties. Student transcripts may only be modified by written documentation signed by the instructor who originally assigned the grade and the Dean of Instruction.
Student record retention is governed by the guidelines of the Alabama State Records Manual, developed by the Functional Analysis and Records Disposition Authority of the Alabama Department of Archives and History (ADAH) for all state agency records, including colleges and universities. Records are identified by record type and assigned a retention period, after which they may be destroyed. NACC retains student records for periods which meet or exceed the minimum periods specified in the manual. The Alabama College System Functional Analysis and Records Disposition Authority handbook is stored in the Registrar’s office and can also be found on the Alabama Department of Archives and History website.