Finance and Treasury

Definitions

Business Continuity/Disaster Recovery:  Documented plans and procedures to allow a campus to provide and/or recover services during and after a disaster or other disruption.

Custodian:  This is the title of the campus-designated department head who maintains the official/original copy of the record/information. Retention schedules should specifically identify the campus designated custodian responsible for identified records/information.

Disposition:  A range of processes associated with implementing records/information retention, destruction, or transfer decisions that are documented in the records retention and disposition schedule or other authority.

Media:  A general term referring to the material onto which business information has been recorded and may subsequently be used for business purposes.

Record/Information:  Every means of recording upon any tangible thing in any form of communication or representation, including letters, words, pictures, sounds, or symbols, any combinations of these or other means to engage in business, regardless of media.
This includes, but is not limited to:

  • Physical paper in files, such as memos, contracts, reports, photographs and architectural drawings;
  • Electronic communication such as e-mail content and attachments, voicemail, instant messages, and data on a contactless integrated circuit;
  • Content on Web sites, PDAs, mobile devices, desktops, and servers;
  • Information/data captured in various databases;
  • Licenses, certificates, registration, identification cards, or other means;
  • Handwriting, typewriting, printing, Photostatting, photographing, photocopying, transmitting by electronic mail or facsimile;
  • Any record thereby created, regardless of the manner or media in which the record has been stored and/or created; and
  • Backups of electronic information.
Retention Authority:  The statute, code or good business practice that governs the length of time a particular record/information shall/should be kept.

Retention Period:  The period of time that a record/information shall/should be kept. This period may be divided into:

  • Active Retention Period – This is the length of time the records or information are to remain available for immediate retrieval to meet operational needs.
  • Inactive Retention Period – This is the length of time the records or information are to be retained to meet the long-term needs of the campus/CSU.
Schedule:  A document identifying a series of unique records/information associated with a university process or function. For each record/information listed, the schedule will include a unique number/identifier, title, custodian, value, retention authority, and retention period. The basic schedules are to be modified by each campus as needed, e.g., to specify custodians, incorporate additional records, etc.

Series:  A group of related records filed/used together and evaluated as a unit for retention purposes.

Value:  Records and information may have value in one or more of the following areas:
  1. Operational: Required by a campus/department to perform its primary function
  2. Legal: Required to be kept by law or may be needed litigation or a government investigation.
  3. Fiscal: Related to the financial transactions of the campus, especially those required for audit or tax purposes.
  4. Historical: Of long-term value to document past events.  This may arise from exceptional age and/or connection with some significant historical event or person associated with the CSU.
  5. Vital: Critical to maintain to ensure operational continuity for the CSU after a disruption or disaster. Vital records or information may fall into any one of the above value categories.

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Last Update: December 11, 2007