All records should be appraised in relation to their
purpose, period of usefulness, and value to the
University. Records that reach a file or other housing should
have legal, fiscal, historical or
administrative value. The following definitions are provided
to assist in appraising the purpose and
value of University records.
A. Administrative Purpose
Records
created to help accomplish the functions for which an
office is responsible have
administrative value as long as they assist the office
to perform current or future activities.
B. Fiscal Purpose
Records
of fiscal value are those that pertain to financial
transactions such as budgets, ledgers,
payrolls, and purchases. After records have served their
basic administrative function they may
still
have sufficient fiscal value to justify their retention
by providing an audit trail of expended
funds.
C. Historical Value
Some
records have enduring value to the University because
they reflect historical events or
document the history and development of the University,
one of its offices, or a University event.
D. Legal Purpose
Records have legal value if they contain evidence of
legally enforceable rights or obligations of
the University, or constitute items to fulfill legal
requirements. Examples are records that provide
the basis for action such as leases, deeds, agreements,
licenses, and records of action in
particular cases such as claim papers and legal dockets.
E. Personnel Issues
Currently five (5) types of personnel files within the
University and supporting units. These are:
Official University Personnel File, Official
Medical/Personnel File, Unit Shadow File, Personnel
Action
File (faculty unit employees only), and the Anecdotal
File. These files are maintained for
specific reasons and have legal implications. Human
Resources and Equal Opportunity provides
guidelines for this purpose, the type of information
that may legally be retained, the access to,
length
of retention, and Office of Record for these five types
of files.
