Business Policy Manual

Records and Records Management

BPM-902 Records Management - General Policy

Revised May 5, 2006

Each department on all campuses, in coordination with Records Management, shall promote sound records management practices as follows:

• Establishment of realistic records retention and disposal schedules for all its records.
   
• Orderly transfer of inactive records which still have some value, from prime office space or inadequate remote storage to the University Records Center.
   
• Development of a vital records protection program for all permanent and essential records in the department.
   
• Consultation with Records Management on all proposed microfilm and electronic imaging systems and equipment.
   
• Keep University microfilming costs at a minimum by utilizing the microfilming contracts awarded to outside vendors.
   
• Developing and maintaining filing systems that will assure efficient usage and prompt retrieval of records.

Definitions

University Records

Any papers, E-mail, electronic record, electronic image, maps, photographs, original microfilm, or other documentary materials regardless of physical form or characteristics, made, produced, executed or received by any academic or administrative staff member in connection with the transaction of University business or maintained as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of a University department or business unit.

Inactive records are records referred to an average of once per month or less.

 

University Non-Records

• Extra copies of documents preserved only for convenience of reference.
   
• Stocks of printed or reproduced documents kept for supply purposes where file copies have been retained for record purposes.
   
• Books, periodicals, newspapers, posters and other materials made or acquired and preserved solely for reference or exhibition purposes.
   
• Private materials neither made nor received by a University staff member in connection with the transaction of University business.
   
• Duplicate microfilm of University records.
   
• Tapes and cassettes provided that the documents containing the same information have been retained or approved for disposal.
   
• Material not filed as evidence of department operations or for its informational value such as telephone call slips, letters of transmittal, route slips, etc.
   
• Dictation tapes, machine tapes and mechanical records which have been transcribed into electronic or printed form.
   
• Preliminary drafts of letters, memoranda, reports, work sheets, and informal notes which do not represent significant basic steps in the preparation of the record document.

  Note: When there is any doubt as to whether or not any item is a non-record, it will be considered to be a University record.