#DEFINE REDACTED MEMOS SERIES#
For example, invoices, purchase orders, resumes, job descriptions, and meeting minutes are all different series (classes) of documents. (e.g.:_ paper or microfilm/fiche is considered eye-readable although it must be magnified to be read.)įile Series: A set of documents all having the same subject. This includes but is not limited to electronic digital interchange, email, digital/text voice messages, instant messages and text messages.Įye-readable: A record that can be read by the naked eye, without the aid of hardware or software.
Directions may include destroy, transfer to the University Records Center, transfer to the University Archives, transfer to inactive records storage space, or retain permanently in unit.ĭuplicate File: A photocopy of official record created for easy reference that is not located in the Office of Record.Įlectronic Records, Electronic Data, Information and/or Record: Any form of digitally recorded material generated, transmitted, received and/or stored that is designated a record by data owner or law, based on content and/or subject matter. (eg:_ July 1, end of quarter, end of semester, etc.).ĭestruction Date: The date which marks the end of the legally required retention period for non- permanent records and the time when records should be destroyed unless the records are involved with or relevant to audit, litigation, or continuing administrative action.ĭisposal: The final removal, whether for destruction or transfer’ to another records storage center or archives, of records that have reached the end of their retention period.ĭisposition: The actions taken regarding records which are no longer needed to support on-going administrative activities in accordance with the University Records Retention and Disposition Schedule. The cut-off date varies with the record type and departmental procedures. Include personnel, project, and transaction filesĬhronological Files: Files arranged in date orderĬhronological Filing: Filing in date sequence.Ĭlassification: The process of assigning a file series (or class) to a document.Ĭlosed File: A file folder in which documents should not be added.Ĭreator: The person, administrative unit, or organization that originates, receives, or assembles records in the course of normal business.Ĭurrent Files Area: The area in which frequently used records are maintained.Ĭut-Off: The time at which all new (Active) material is placed in a new set of folders and the previous folders (Inactive) are removed from the current files area and transferred to a storage area, records center or archives. These records are of enduring value, and document the history and the development of the organization.Īrchives: An area used for the permanent storage of valuable records and documents for the benefit of scholars and for future generations.īack-file conversion: The process of scanning in, indexing and storing a large backlog of documents on an imaging system.Ĭase file: Record groupings that pertain to a specific action, event, person, place, thing, organization, location, program or project. Active record: A record referenced often in the conduct of current departmental business.Īdministrative record: Records documenting the day to day operation and administration of an office (e.g., legal, financial, budget, personnel and other common operations.)Īrchival Record: Permanent record which is inactive and no longer needs to be housed in the office in which it originates.
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