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Records Management   Tags: archives, compliance, records, records management, university  

This guide will assist CSU Faculty, Administrators, and Staff with records management polices and procedures.
Last Updated: Oct 20, 2014 URL: Print Guide RSS UpdatesEmail Alerts

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General Information

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.


What is a Record?

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.


What is not a Record?

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:

  1. Extra copies kept only for convenience.
  2. Informational copies of correspondence and other papers on which no documented administrative action is taken.
  3. Duplicate copies of documents maintained in the same file.
  4. Requests from the public for basic information such as manuals and forms that do not have any administrative retention requirements.
  5. Transmittal letters that do not add information to that contained in the transmitted material.
  6. Reproduced or published material received from other offices which requires no action and is not required for documentary purposes. The originating agency is required to maintain the record copy.
  7. Catalogs, trade journals, and other publications or papers received which require no action and are not part of a case upon which foreseeable action will be taken.
  8. Library or museum material collected for informational or exhibition purposes.
  9. Stocks of publications, forms, or other printed documents which become obsolete or outdated due to revision. The originating agency should maintain a record copy.
  10. Working papers, preliminary drafts, or other material summarized in final or other form and which have no value once action has been taken.

University Archivist and African American Studies Liaison

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Aaisha Haykal, University Archivist


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