OAR 589-004-0750
Recordkeeping Requirements


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:


The college shall maintain the record with the education records of the student as long as the records are maintained;


For each request or disclosure the record must include:


The parties who have requested or received personally identifiable information from the education records; and


The legitimate interests the parties had in requesting or obtaining the information;


Colleges that maintain electronic records may flag those records to refer to disclosure information which applies to all students;


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.


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:


The names of the additional parties to which the receiving party may disclose the information on behalf of the college; and


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.


A college is not required to keep records of disclosures when the disclosure is to:


The student who is the subject of the record;


A college official with a legitimate educational reason under OAR 589-004-0500 (Exceptions to Prior Consent Requirement)(1);


A party with written consent from the student; or


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.

Last Updated

Jun. 8, 2021

Rule 589-004-0750’s source at or​.us