In general, a university record is any recorded information, regardless of physical form or characteristics, which serves to document the organization, functions, policies, decisions, or other activities of the university and its faculty, staff, and students.

1. Correspondence, reports, policy statements, and related items sent and received
2. Minutes of all university and departmental boards, committees, and other groups
3. Lists of officers and offices of the university's units
4. Printed or other reproduced items issued by the university
5. Films, audio and video recordings, or photographs of university faculty, staff, groups, or events
6. Personnel records of faculty, staff, students, and alumni
7. Administrative records such as requisitions, purchase orders, invoices, canceled checks, bank data, and ledgers or journals

1. Historical records are institutional records that document the origin, development, and operation of university offices and relate the roles of faculty and staff and/or student organizations to the operational activities of the university or campus life.
2. Examples of historical records:
a.) Meeting minutes of the Board of Trustees

b.) Administrative records of the President's Office

c.) Administrative records of the Provost's Office and the offices of the vice presidents

d.) Select administrative records of upper administrative level offices

e.) Meeting minutes, memoranda, and reports of administrative committees operating at or above the departmental level

f.) Meeting minutes, correspondence, and reports of the faculty and its committees and faculty governance records and the Faculty Senate and its committees

g.) Meeting minutes, correspondence, and subject files of the Office of Alumni Relations and the Alumni Association

h.) Administrative records of the Office of Student Life and student activities oriented offices

i.) Newsletters, booklets, catalogs, class schedules, yearbooks, alumni magazines, and other publications distributed on a university-wide basis

1. All blank forms and volumes which are outdated
2. Shorthand notes or dictation recordings which have been transcribed into written or typed form
3. Preliminary drafts or extra copies of correspondence, reports, and other records when an official copy has been retained
4. Copies of published or processed items preserved for supply purposes or for office or personal use when an official copy is retained in Special Collections and Archives
5. Machine readable and audio and video recordings which have been transcribed and are not of research value in themselves
6. Documents, regardless of physical form or characteristics, which were purchased with personal funds or produced in a private capacity

1. Appraisal and inventory of university records
2. Design and implementation of records retention and disposition schedules
3. Annual office retention schedule review
4. Transfer to archives
5. Records destruction methods
6. Conversion to microfilm
7. Vital records identification
8. Paper document filing systems
9. C files management
10. Inactive records storage solutions
11. Electronic document management solutions

1. Physical facilities for housing and servicing historical university records selected for permanent retention. University offices should regularly transfer historical records to university archives according to the retention periods assigned in the records retention schedules of their offices.
2. Copies of archival items (at cost), including photographs, except when university regulations prohibit their reproduction.
3. Reference service for information regarding the university's historical institutional records. This service is available to university administrators, faculty, staff, and students and other qualified researchers, subject to restrictions placed on the use of the records by the university.
4. Selection, preservation, and research use of historical university records as outlined in section 2501.2 c).