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

College-wide records consist of files and documents about or related to the operation of college-wide committees, other divisions, or other offices around the college. For instance, Archives and Special Collections might participate in the work of an all college committee; records of that committee, kept for reference purposes by the Archives and Special Collections staff, would fall into this series. For the most part the records kept in this series will be kept for informational purposes only. The exception would be offices that act as the "office of record" for a College-wide committee or organization. For instance, the President's Office is responsible for the Educational Priorities Committee records, so records related to this committee kept in their office would be the "record copy"; in other words, the permanent record that would be kept for historical purposes. The following outline will explain how various records should be organized within the series College-wide Records. The record will be further broken down into subseries.

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.

Series: College-wide Records:

Subseries 1. Committees

Minutes, reports and other materials generated by College-wide committees

For example: EPC, Computer Coordinating Committee, Faculty Committees, etc.

Subseries 2. Policies and Procedures

All-College forms, procedure manuals, guides, handbooks, etc.

Subseries 3. Projects, Programs, and Proposals

Records related projects or programs sponsored by the College

Subseries 4. Organizations

Records relating to campus organizations such as, Faculty, Staff Council, Lesbian Bisexual Alliance, etc.