What Are Records?

The Archives and Records

About Records Management

Series Filing System

Filing Tips for the Series System

Disposing of Inactive Records

General Filing Tips

Records Transfer Form

The department or office records consist of files and documents related to the operation of the department or office. The following outline will explain how various records should be organized within the series "Office Record or Department Records." From this point, the records will be further broken down into subseries. Within the subseries folders will be filed either alphabetically or by type of document. Within each folder documents should, for the most part, be filed chronologically.

Please note: Not all departments will have records that fit into the subseries listed here, and some departments may have other subseries that do not appear in this list. If your office does not have a particular type of record, there is no need to set up a file for these records. If you have records that you think represent a subseries not represented in this list, it is acceptable to set up such a subseries within your records. The most important part of this system is to make sure that records that belong in a particular series are filed in that series. In other words, that the records of a College-wide committee do not get filed in the Department or Office files.

Series: Academic Department or Administrative Office records:

Subseries 1. Course and curricular records

Records pertaining to the planning, teaching and evaluation of courses offered by the department

Subseries 2. Department meeting records

Minutes, reports, memos, etc. related to intra-departmental meetings

Subseries 3. Departmental committees

Do not confuse with College-wide committees

Minutes, reports, memos, and other materials generated by departmental committees

Subseries 4. Equipment and supplies

Inventories, dealer or vendor catalogs, brochures

Subseries 5. Financial records

Budget worksheets, printouts, account books, ledgers

Purchase records, purchase orders, correspondence about purchases, etc

Salaries

Travel expense reports, etc.

Subseries 6. Policies and procedures

Do not confuse with College-wide policies and procedures

Forms, procedure manuals, guides, handbooks, etc.

Subseries 7. Projects, programs, and proposals

Do not confuse with College-wide projects

Records related to projects or programs sponsored by the department