What is a Record?
Successfully managing college information starts with recognizing what constitutes an official record versus everyday reference materials. The Records Retention Schedule (RRS) applies exclusively to official records and guides their management.
Records vs. Non-Records
Official Records
An official record includes any documented information—whether physical documents, digital files, audio recordings, or video materials—that the college creates or receives while conducting official business. These materials serve as evidence of institutional transactions, administrative decisions, or operational activities, and they must be managed in strict accordance with the RRS requirements.
- Record Copy: This is the authoritative, official version that must be preserved for the complete retention period specified in the RRS and properly documented before disposal.
- Official records may be maintained in any format (paper-based or electronic) provided they satisfy both college standards and state regulatory requirements.
- Common examples include: official meeting minutes, student academic records, personnel documentation, purchase authorization forms.
Non-Records
Non-records are informational materials that lack enduring administrative, legal, financial, or historical significance. These materials fall outside RRS requirements and may be discarded without formal retention procedures or documentation.
- Convenience Copies: These are duplicates maintained solely for reference purposes. Important note: if retained beyond the original record's prescribed retention period, they may be reclassified as official records.
- Typical examples include: preliminary drafts, personal notations, duplicate reports, temporary email notifications.
Email Classification Guidelines
Email represents a communication format rather than a distinct record category. Individual emails may qualify as official records (such as formal approvals or policy decisions) while others do not (like routine calendar invitations). When uncertain about classification, err on the side of caution by treating the email as an official record and applying appropriate RRS guidelines.
Managing Digital Records and Document Conversion
The RRS requirements extend to all official records without regard to their format or storage medium.
- Converting paper to digital: Properly scanned documents may serve as the official record copy when they undergo appropriate quality review and verification processes.
- Born-digital records: These follow identical retention and disposal protocols as their paper counterparts.
- Database management: Ensure your system provides adequate security measures and includes functionality for tracking and disposing of records according to RRS specifications.
External Storage Considerations
When digitization proves impractical, external storage facilities may accommodate inactive records. Departments bear full responsibility for associated costs and must ensure continued RRS compliance throughout the external storage period.
Verify that any external storage provider holds current State or LSCO approval before transferring materials.