Pg. 6 of 20 - Classification & Appraisal - Guidance

IS IT A RECORD?

SCENARIO- You've just been given the task of organizing the back storage room. You enter, and there are filing cabinets and boxes full of folders, forms, and pages of who knows what filling the space. You probably shouldn't be keeping all of it... but, you're not sure what stays, and what goes. 

How do you take your first step in this project? 

STEP 1 - Knowing what IS, and what IS NOT a record.

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  • PERMANENT RECORDS
    • Examples: Publications, constitution & bylaws, oaths of office, administrative hearings, proposed legislation, open meeting minutes, PR records, annual reports, audit records, faculty history records, training aids, student history, graduation & transcripts, school histories, and artifacts.
  • NON-RECORDS
    • Examples: A personal note, a temporary draft, proprietary software, junk mail, a commercial publication, a book that is cataloged, a daily calendar or other personal note, a note or internal memorandum, a telephone number.
  • THE REST...
    • These are the records that we need to classify, appraise, and retain. 

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