The division records consist of files and documents related to the operation of the division or body that the office or department reports to or is affiliated with. For instance, an individual academic department forms part of the overall division that reports to the Dean of Faculty. Within the English Department's files anything generated by, or pertaining to, Academic Departments as a whole would fall into this series. Another example might be the records of the Archives and Special Collections. The Archives and Special Collections is one of many offices within the division of Library, Information and Technology Services (LITS). Within the Archives and Special Collections department files anything generated by or pertaining to LITS would fall into this series. Not all offices and departments will have records that fall into this series. The following outline will explain how various records should be organized within the series Division Records.

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 here, 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 or a department or office meeting do not get kept in the Division files.

Series: Division Records:

Subseries 1. Division meeting records

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

Subseries 2. Division Committees

Do not confuse with College-wide committees

Minutes, reports and other materials generated by division committees

Subseries 3. Policies and Procedures

Forms, procedure manuals, guides, handbooks, etc., generated by the division

Subseries 4. Projects, Programs, and Proposals

Do not confuse with College-wide projects

Records related projects or programs sponsored by the division