What is a University Record?
The Ohio Revised Code Section 149.011(G) and University Policy 5-15.1(B)(1) describe a record as follows:
- any document, device, or item, regardless of physical form or characteristic;
- created or received by, or coming under the jurisdiction of, any public office of the state or its political subdivisions;
- which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the office.
A non-record is any document, device, or item that does not meet the definition above. Non-records may be destroyed at any time. The following are unlikely to be considered records:
- personal correspondence
- non-university publications
- Listserv® materials
- junk mail/spam
- journals, books, other library materials
- faculty papers (Faculty papers are generally the property of the faculty member and not the university; as such, they are not university records. However, in some cases, the archivist may be interested in collecting faculty papers.)*