Records management, or RM, is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records.
As a state agency Chicago State University is mandated to have a records management program as stated in the Illinois State Records Act, more on this act can be found here.
Record—Public records are defined as: “any recorded data or information relating to the conduct of the public's business—prepared, owned, used, received, or retained by a public agency, whether such data or information be handwritten, typed, tape-recorded, printed, Photostatted, photographed, or recorded by any other method.”
Non-Record—The above definition is very broad. The physical characteristics of non-record materials are the same as record materials.
The differences between a non-record and a record are the reasons for keeping the information and how the information is used. Now, more and more information is kept in a non-paper format. When you examine the records kept by an office, you may find that information is kept in machine-readable format as well as hard copy.
You will have to make the distinction between the record and the non-record copy.
The (non-record) examples listed below can be used to distinguish records from non-record items: