Frequently Asked Questions

Source:UC Business and Finance Bulletin, RMP Series, Records Management and Privacy
Created: 9/17/10
Updated: 09/22/10

How long are we supposed to keep campus records?
This is referred to the Retention period or the length of time a records needs to be minimally maintained in order to satisfy the purposes for which it was created and to fulfill University, administrative, legal, fiscal and/or external agency obligations.
The University provides a searchable database called the Records Retention and Disposition Schedule database as part of the UC records management program. It is a guideline for how long to keep administrative records of all kinds.
Many UCSC units, including the Chancellor’s office, maintain their own Disposition Schedules. These can be found at: Campus Retention Schedules

 

What does disposition mean?
The systematic treatment of records that have reached the end of their retention period. Options for disposition are: disposal, extend retention, or transfer to University Archives. Campus Retention Schedules

 

How does the University define an official record?
Any writing, regardless of physical form or characteristics, containing information relating to the conduct of public’s business prepared, owned, used, or retained by an operating unit or employee of the university. “Writing” means handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combination thereof, and record thereby created, regardless of the manner in which the record has been stored.

The term “administrative record” is used to describe any record that documents or contains valuable information related to the organization, functions, policies, decisions, procedures, operations, or other business activities of the university.

 

Who is the Record Coordinator for my department?
The Records Coordinator is the individual within your unit with responsibility for maintaining the repository of records.

 

What is a Records Coordinator?
This is the person who knows where records are kept, works with departmental records frequently, and is the person who members of your department come to with questions related to your departmental records. You can have more than one coordinator within your area.

 

What is a Records Manager?
The individual at each campus and at the Office of the President responsible for the development, coordinating, implementation, and management of the Records Management Program at that location. Eloise Cameron, Director Records Information Management is the Records Manager for UCSC.