Definitions
“Approved Repository” means a records repository (paper filing location or electronic information system) that has been approved by the Record Authority for use in retaining and protecting University Records.
“Capture” means the creation of an Image from a Document.
“Citations” means a reference to applicable legislation, regulations, accreditation requirements, professional association guidance or University Policy Instruments that create recordkeeping obligations.
“Common Records Series” are records series that are used by units across the University. The unit that creates the records is responsible for keeping them. For a list of common records series, please see: the local administration section of the RCRS.
“Disposition Authority” means a position responsible for authorizing Disposition of University Records as delegated by the Record Authority.
“Disposition” means the final retention action carried out on a Record. This may include destruction, deletion, secure destruction or deletion, or transfer for archival review or to a third party.
“Document Imaging Program” means an authorized program following strict control guidelines and established procedures to ensure the accuracy, reliability and trustworthiness of resulting Images.
“Document” means an original paper or film Record.
“Hybrid” means a Records System comprising both paper and electronic records.
“Image” means an electronic reproduction of a Document.
“Indexing” means adding contextual information to an Image to enable the retrieval of the Image and document its origin.
“Official Copy” means the copy of a University Record designated in local procedures to satisfy the University’s retention requirements where multiple copies exist.
“Protection” means the level of protection to be provided for a particular Records Series.
“Quality Assurance” means a process which takes place after Indexing to verify the accuracy and completeness of a sample of Images and their indexing.
“Quality Control” means the procedural steps in place to provide confidence that the Image yields the same data as the Source Document.
“Record Authority” means the position designated in the RCRS as having authority over a particular Record Series.
“Record” means any Record of information however recorded, whether by electronic means, in print form, on film or otherwise.
“Records Classification and Retention Schedule” or “RCRS” means a comprehensive list of all of the types of records produced or received by the University. The RCRS groups records into Records Series and provides rules for each including a Retention Period, an appropriate level of protection, Disposition method, and a citation to applicable legislation or regulations.
“Records Hold” means a written notice to suspend Disposition for designated records. A Records Hold may be authorized by General Counsel for legal reasons or by the Record Authority for unanticipated operational or audit needs.
“Records Series” means a classification of Records that are related by the function and activity they support. All Records in a Records Series are subject to the same Retention Period, active and inactive storage period, Disposition method and legislative and regulatory requirements.
“Records System” means the paper or electronic system that houses a given Records Series.
“Responsible Unit” means the unit that must ensure that Official Copies are retained for the full duration of their Retention Period and Disposition occurs. This may be a named unit, or any unit that creates it if multiple units have responsibility for a Records Series.
“Retention Period”, “Retention” means the length of time Records in a Records Series must be retained before Disposition.
“Retention Trigger”, “Trigger” means the event that causes the Retention Period to start counting down.
“Scope Notes” means a description of the characteristics, functions and documents that make up the records in a Records Series.
“Source Document” means any Document that has been Captured.
“Source” means the origin(s) of a Records Series, whether another internal unit, or a third party.
“Transitory Copy” means an exact duplicate of the content of an Official Copy.
“Transitory Record” means any Record other than a University Record. Transitory Records have only short term value and may include:
- Announcements and notices of a general nature.
- Drafts.
- Convenience copies or exact duplicates of University Records.
- Printouts of databases where the University Record resides in the database.
“University Record” means a fixed unit of information in any format that documents a transaction, decision or relationship made by the University. It has continuing value in the future to complete further work, to provide evidence, to serve as institutional memory of obligations, responsibilities, decisions and actions, or to document the unique character and history of the institution.
“Vital Record” means a University Record necessary to continue the core functions of the University.
