OAR 589-004-0750
Recordkeeping Requirements
(1)
A college shall maintain a record of each request for access to and each disclosure of personally identifiable information from the education records of each student:(a)
The college shall maintain the record with the education records of the student as long as the records are maintained;(b)
For each request or disclosure the record must include:(A)
The parties who have requested or received personally identifiable information from the education records; and(B)
The legitimate interests the parties had in requesting or obtaining the information;(c)
Colleges that maintain electronic records may flag those records to refer to disclosure information which applies to all students;(d)
For purpose of ongoing submission of records to OCCURS, a single record or electronic flag referring to OCCURS policy on data elements collected and transmitted shall constitute appropriate recordkeeping.(2)
If a college discloses personally identifiable information from an education record with the understanding authorized under section (1) of this rule, the record of disclosure required under this section must include:(a)
The names of the additional parties to which the receiving party may disclose the information on behalf of the college; and(b)
The legitimate interests under OAR 589-004-0500 (Exceptions to Prior Consent Requirement) which each of the additional parties has in requesting or obtaining the information.(3)
A college is not required to keep records of disclosures when the disclosure is to:(a)
The student who is the subject of the record;(b)
A college official with a legitimate educational reason under OAR 589-004-0500 (Exceptions to Prior Consent Requirement)(1);(c)
A party with written consent from the student; or(d)
A party seeking directory information.
Source:
Rule 589-004-0750 — Recordkeeping Requirements, https://secure.sos.state.or.us/oard/view.action?ruleNumber=589-004-0750.