|
I. DEFINITIONS
A. Office of Record
The office of record is the
University office designated as the primary repository for a
record and
has the primary
responsibility for producing the record if needed for audit
or other purposes. The
office of record is not
necessarily the office of origin.
B. Records
Records created or received by
University officers or employees in the course of their
duties, are
produced in a variety of
physical forms. Records include books, documents, maps,
drawings,
photographs, letters, vouchers,
papers, and any other means of recording information stored
by
graphic, electronic or
mechanical means.
C. Records Disposition
Destruction or systematic
transfer of records to archival storage that are no longer
needed for
everyday operations, frequent
reference, or satisfaction of external agency requirement.
D. Records Management
Records Management is the
application of systematic control of recorded information
that is
required in the administration
and operation of University activities. The services
provided by a
records management system
include correspondence management, manuals and directives
management, forms management,
files management, records retention scheduling, disaster
planning, vital records
programs, records storage, records conversion, and archival
programming.
E. Retention Period
The length of time a record
must be maintained to satisfy the purposes for which it was
created,
and to fulfill the legal, fiscal,
historical, and administrative requirements of the
University and
interested external agencies.
F. Records Retention Schedule
Records retention
schedule is an established timetable for maintaining
University records. It
defines all actions to be taken
relative to the disposition of records.
|
