ࡱ> hjgE@ hbjbj $hXXXX d0 j  $ R   jjj  j j4j; c x `n0lC}XS  00 [ l>lc c lw 8j $4$T4INCLUDEPICTURE "http://www.stmarys.ca/administration/archives/webpage/new%20site/images/records_title.jpg" \* MERGEFORMATINET  Definitions Active Records Records or files which are in regular use by a department and have to be accessed as part of the day-to-day operations. These are kept on-hand by the departments. Archival Collection The part of the University Archives that contains inactive records that have permanent historical interest. These records are maintained indefinitely. Items put into the Archival Collection are formally transferred from the creating department to the University Archives. They will still be accessible to the departments. Access restrictions can be placed on material transferred to the Archival Collection. Destruction The disposal of records that have gone from a semi-active to inactive state, whose retention period has ended, and that have no permanent value. Disposal The fate of inactive records that have reached the end of their retention period. The material can either be scheduled for destruction or transferred to the archival collection. End Date of Semi-Active Use The time when it is expected that the record will no longer have operational use by the department. The records retention period may extend beyond this date for other reasons (legal, fiscal, etc.). FOIPOP Acronym for the Freedom of Information/Protection of Privacy Act. This act has major implications for how the university stores and releases information Inactive Records Records or files which are no longer needed by a department. These records are usually maintained in the records centre for a certain period of time, which is known as their retention period. After the retention period such records are eligible for transfer to the archival collection or are scheduled for destruction. Record Disposition Schedule A declaration of the retention period for a certain record or series of records. It is required that all material transferred to the Records Centre is accompanied by a records disposition schedule, as well as the Transfer form. Material transferred to the Archival Collection does not require a disposition schedule. Records Centre The part of the University Archives that contains semi-active records or files. These records are placed in the Records Centre by the department that creates them, and that department retains ownership of them. Material may be paged from the Records Centre at the department's request, and will be retrieved within a reasonable amount of time. Records Life Cycle The stages of use a record goes through: Creation (A record is created for a specific purpose); Active Use (Files kept in Department); Semi-Active Use - Retention Period (Files sent to Records Centre); Inactive Use - Retention Period (Files no longer used but kept in Records Centre); Inactive Use - Disposal (Files either moved to the Archival Collection for permanent storage or disposed of). Retention Period Length of time a record or series of records will be kept in the Records Centre. For part of this time period the records are considered to be semi-active (still used on occasion), after this they are usually maintained for a certain period of time for various reasons (such as legal necessity). At the end of this period they become inactive and are either destroyed or transferred to the Archival Collection. Secondary Records Records not created by your department but circulated to you for your in-house use. An example is a report of another department. These records will not generally be part of the material sent to the records centre unless they played a vital role in your operations. Semi-Active Records Records that are no longer used for day-to-day activities but may still need to be accessed. Transfer Form Form filled out be departments when transferring material to the Records Centre. Must be accompanied by one or more Record Disposition Schedules. Transitory Records Draft records used in the creation of another, more formal set of records (e.g.: meeting notes that will eventually be turned into official minutes are transitory records). University Records All records created by University departments, offices, and faculty are the property if the University and are considered to be University Records. Research material created by a faculty member is not a University Record, but any papers involving the administration of the department or involvement in university committees is a University Record. Vital Records Vital records are any records that are required for the essential operation of your department. 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