Glossary

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Archival value

The permanent and continuing worth of records based on their informational value, evidential value, and legal/individual rights value.

Archives

The inactive records of an individual, organization, or institution kept for their continuing value; the agency or institution responsible for the care of archival materials; the building or other repository housing archival records.

Disposition

The final action to be taken on records at the end of their retention periods. This could include destruction or permanent retention at the University Archives.

Electronic record

Any information that is created, maintained, stored and accessed on any medium or format on or by a computer system. Not unlike paper documents, electronic records are documents supporting the evidence of a business transaction and should be accessible, reliable, authentic and secure.

Inactive records

Records that are no longer required to carry out the administrative or operational functions for which they were created and hence are referred to very infrequently.

Official records

Records or sets of records that the University must maintain for legal, fiscal or archival purposes. All non-official records are considered to be duplicates or convenience copies.

Personal records

All other records, other than corporate records. This can include research and study notes, teaching materials, manuscripts, publications, and personal communications of individual faculty members, staff and students that are not created in the context of University work.

Personnel records

Records that document an individual’s employment history from appointment to retirement or termination. The records may be organized as individual case files in paper or electronic format. They may include correspondence, memoranda, letters of application, job advertisements, CVs, letters of reference, recommendations, letters of appointment and acceptance, as well as information on leaves, immigration status, position number, contract and salary changes, release or relief time, and awards.

Record

Recorded information created, received and/or maintained by an organization or person, in the course of their activities, which comprises content, context and structure sufficient to provide evidence of the activity.

Retention period

The period of time during which records must be kept before final disposition. This period is determined by legislative, regulatory and operational requirements.

Semi-active records

Records that are no longer regularly used in the course of daily business. In general, semi-active records are referred to less than once per month, per foot of records.

Transitory records

Records that have no ongoing operational, informational, evidential or historical value and can be disposed of as soon as you have finished with them. Transitory records may exist in paper, audio, electronic, or other formats.

University records

Any document created in the course of University activity that is recorded evidence of that activity; records under the control of the University’s administrative officers relating generally to the operation of the University, information relating to students, teaching and administrative staff individually, and records in these categories placed in the University Archives by or under the authority of administrative officers.

Last updated: June 11, 2013

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