About University RecordsWhat are university records?
University records include all documents, files, or any other kind of recorded information created or received by AUC in the course of its operations. Records can come in any physical form, both "hard copy" formats (like paper, photographs, tape, etc.) and electronic or "soft copy" format (like email or computer files). Records are property of AUC, and so their handling must conform to university regulations.
Documents and files that do not fall under the category of university records include:
- Faculty members’ personal research and teaching materials (but records connected with a faculty member’s administrative or committee activities are considered university records)
- Personal or private papers not connected with official university operations, such as employees’ personal copies of employment benefits documents
- Employees’ own records of training or professional memberships
- Manuals and other documentation for office equipment like computers
- Reference materials like dictionaries, magazines and professional journals, handbooks or manuals not related to AUC, etc.
Records are created to accomplish an office’s specific activities and goals, but even after records are no longer actively used they continue to have important functions:
- Records offer evidence of AUC’s compliance with laws or professional practices, and define the university’s rights and obligations. Financial accounts, contracts, personnel files, student academic records, and policy documents are examples of this kind of documentation. The University Records Retention Plan applies legal and financial management regulations for how long these kinds of records must be retained.
- Records identified as having long-term historical value document AUC's educational and service mission, the activities and accomplishments of its administrators, faculty, and staff, and the life of its students. The University Archives collects and maintains these records, and makes them available to the AUC community and external researchers (after an initial period of time – depending upon the nature of the material – during which their use is restricted).
Records are AUC property, so treat them with the care and attention due to any university assets.
- Retain records for the period of time indicated by the University Records Retention Plan, storing them in the Records Center if appropriate.
- Do not destroy university records without following AUC Records Management procedures, including consulting the University Records Retention Plan and receiving necessary approvals.
- Do not destroy records related to a pending or likely legal action, audit or investigation, and notify AUC Records Management if records from your office that are stored in the Records Center fall under this category.
- Do not remove university records from university premises without consulting with AUC Records Management.