Records vs. Non-Records

Understanding the difference between records and non-records is essential. Only records are governed by the Records Retention Schedule (RRS) and require formal management.

A record is any recorded information (paper, digital, audio, video, etc.) created or received during university business that provides evidence of transactions, decisions, or operations. Records must be managed according to the RRS.

• Record Copy: The official version of a record. It must be retained for the full retention period and logged before it's disposed.
• Records can be retained in any format (paper or electronic) as long as they meet university and state requirements.
• Examples: Meeting minutes, student records, personnel files, purchase approvals.

A non-record is information with no lasting administrative, legal, fiscal, or archival value. These do not require retention or logging and can be discarded at any time.

• Convenience Copy: A duplicate kept for reference only. If held beyond the retention period of the original, it may be considered a record.
• Examples: Drafts, personal notes, duplicated reports, temporary email reminders.

Email is a format, not a record type. Some emails are records (e.g., approvals, decisions), and others are not (e.g., calendar invites). When in doubt, treat it as a record and apply the appropriate RRS rule.

The RRS applies to all records, regardless of format.

• Digitizing paper records: Scanned copies can serve as the official record if properly reviewed and quality-checked.
• Born-digital records: Follow the same retention and disposition rules.
• Use of databases: Ensure the system is secure and has a method to track and dispose of records per the RRS.

If digitizing is not feasible, offsite storage may be an option for inactive records. Departments are responsible for all costs and for managing records per the RRS while stored offsite.

Be sure that any offsite storage is a State- or University-approved vendor.