Is it a Record?
Is it a draft or duplicate copy?
- A draft is a preliminary version of a document which may be subject to revision, and is not yet able to accomplish its intended
purpose. A draft document has no legal authority, and therefore should not be considered a Record. - A duplicate copy is a copy of a Record that is not the authoritative copy. Typically a single office or unit holds the recognized
authoritative copy of a Record, and as a result every other copy is purely a duplicate not susceptible to the strict controls that
surround authoritative Records.
Is it a transitory document or reference material?
- Transitory documents are those records that are required only for a limited time to ensure the
completion of a routine action or the preparation of a subsequent record. Transitory records include correspondence that
requires no administrative action, policy decision, or special handling; and non-record notices, such as memoranda, that are not
used as the basis of an administrative or program action or decision. - Reference material are documents retained by an office or individual solely for reference use.
Does it represent evidence of an official action of the University?
- Evidence of an official action of the University are records created by, received by, sanctioned by, or proceeding from an
individual acting within their designated capacity as an official of the University. Official actions of the University can be located in
official communications, decisions, policies, or rulings issued by the University.
Is it supporting documentation?
- Supporting documentation are documents that provide context to help understand other records.
Does it have archival value?
- The record has archival value if the ongoing usefulness or significance of records, based on the administrative, legal, fiscal, evidential, or historical information they contain, justifying their continued preservation beyond their immediate business need. Records that hold Archival value contain usefulness or significance for understanding the history of a College, Department, notable individual, or the University at large.