General Records: Correspondence, Memoranda and Subject Files

Series #: ARC-012-01A

Series Description:

General correspondence is considered to be any correspondence originated by or received by any employee or department of the University in the transaction of University business. These records include letters, telegrams, notes, directives, email, memoranda, reports and any other records, hard copy or electronic, original or copy, created or received as part of the communication process and which are normally kept by date, name of the individual, department or the organization that originated or received it. In addition, a copy of the email accounts of designated University leaders will be transferred to archives after termination or transfer to a non-Capstone position and following the release of any pending litigation.  

General subject files are those files set up by subject, topic, theme, committee appointment or other function where a series of documents cannot be filed or kept by any other single document characteristic. The files may include spreadsheets, notes, product brochures/catalogs retained for a specific purpose, reports, correspondence, etc. and typically document a significant action or interaction. 

Series Cutoff: Retain for Period of Administrative Value

Retention Period: Permanent

Disposition Action: Transfer to Archives for Evaluation

Approval Date: 2023-01-01

Notes and Citations:

Generally speaking, the creator of an internal email or memo should be the keeper of the record.  If you are receiving an email or memo from an external source, the receiver is the keeper of the record.  Example:  All staff receive a business communication from the University president.  The president's office is the owner/keeper of that original record and the remaining 25,000 copies that were sent to staff can be deleted/destroyed.  

Reviewed 2022-12-19