Administrative records. Records which document the support or housekeeping functions of the office, such as human resources, finance, equipment and supplies, buildings and properties and general administrative matters.
Archives. The inactive records of an individual, organization, or institution kept for their continuing value; the agency or institution responsible for the care of archival materials; the building or other repository housing archival records.
Case files. In the University File Plan, Case files are a global secondary that applies to the Administration, Buildings and Properties, and Equipment & Supplies main subject groups. It is used for records associated with a specific primary that relate to a particular action, event, person, product, unit, etc. Case files are not typically third-party reference materials but are materials generated or received by the office in the course of performing its administrative duties.
Committees. In the University File Plan, Committees are a global secondary that applies to the Administration, Buildings and Properties, and Equipment and Supplies main subject groups. It is used for records associated with a specific primary that are generated or received by committees, councils, etc.
Copyright. The right to copy. An incorporeal right granted by statute to the creators of literary works and artistic productions whereby the creators are invested for a specified period with sole and exclusive privilege of multiplying copies or authorising performance of the same and publishing, communicating and profiting from the sale of them.
Deliberative processes. Records containing matter in the nature of, or relating to, opinions, references, assessments, advice or recommendations obtained, prepared or recorded, or consultations or deliberations that have taken place, in the course of, or for the purpose of, the deliberative processes of the University where such disclosure would undermine the effectiveness of these processes. For further information see University Policy on Access to Information and protection of privacy-on related links page.
File codes. In the University File Plan, File Codes are the lowest level of classification available. File codes are symbols or numbers that represent a particular location, time period, organization, etc. They are added to subject numbers to facilitate the classification, filing or retrieving of records.
General. In the University File Plan, General is a global secondary that applies to all main subject groups. It is used for records associated with a specific primary that are of a general nature or of too low a volume to justify the creation of a separate secondary.
Global secondary subjects. In the University File Plan, Global Secondary Subjects are secondaries that apply to all primaries or to all primaries within a main subject group.
Inactive records. Records that are no longer required to carry out the administrative or operational functions for which they were created and which are referred to less than once per year per 5 linear feet.
Life cycle. The life span of a record comprised of eight sequential stages; creation or receipt; classification; maintenance and use; disposition through destruction or transfer to an archives; description in archival finding aids; preservation; reference and use.
Main subject groups. In the University File Plan, main subject groups are the first level of classification. They are: Administration, Buildings and Properties, Equipment and Supplies, Finance, and Human Resources.
Office of primary responsibility. The University office that is considered to be primarily responsible for the maintenance of the official university record. Offices of primary responsibility are identified in the University File Plan at the secondary level.
Optical Character Recognition: The recognition of printed or written text characters by a computer. This involves scanning of the text, analysis of the scanned-in image, and then translation of the character image into character codes, such as ASCII.
PACARM. Acronym for Presidential Advisory Committee on Archives and Records Management. The PACARM plays an advisory role to UTARMS and helps to develop strategic direction and approves final products.
Personal information bank. A collection of personal information that is organized and capable of being retrieved by an individual's name, an identifying number, symbol or other particular assigned to an individual.
Personal records. Records related to the teaching and research functions of faculty members. These can include research and study notes, teach materials, manuscripts, publications, and personal communications of individual faculty members, staff and students that are not created in the context of University work.
Personnel records. Document an individualís employment history from appointment to retirement or termination. The records may be organized as individual case files in paper or electronic format. They may include correspondence, memoranda, letters of application, job advertisements, CVs, letters of reference, recommendations, letters of appointment and acceptance, as well as information on leaves, immigration status, position number, contract and salary changes, release or relief time, and awards.
Policy and Procedures: In University File Plan, Policy and Procedures is a global secondary that applies to all main subject groups. It is used for records associated with a specific primary that relate to policy and procedures.
Quality index (QI). A system identifying particular degrees of resolution taking into account both the size of the typeface in the original (usually the lower case 'c') and the quality of resolution achieved in the microfilm.
Record. Recorded information, regardless of physical form or characteristics. Includes documents and other material created by institutions, organizations, businesses, etc., in the course of their daily activities.
Records centre. A facility separated either physically or adminstratively from the archives, used to store and provide reference service for semi-active and inactive records of the creating agency pending the ultimate disposition of the material.
Records schedule. A timetable that identifies the length of time a record must be retained in active and inactive status before final disposition. Also called records retention and disposition schedule.
Reports and Statistics. In the University File Plan, Reports and Statistics are a global secondary that applies to the Administration, Buildings and Properties, and Equipment and Supplies main subject groups. It is used for records associated with a specific primary that consist of reports and statistics.
Respect for original order. The principle that original documents should be maintained in the same order or arrangement given to it by the creator so that the relationship among its components and the evidential significance are preserved.
Subject Files: In the University File Plan, Subject Files are a global secondary that applies to the Administration, Buildings & Properties, and Equipment & Supplies main subject groups. It is used for records associated with a specific primary that consist of reports and statistics.
Tertiary subjects. In the University File Plan, the fourth level of records classification. Tertiary subject classification follows classification by main subject group, primary subject, and then secondary subject. It is not required to classify records to the Tertiary Subject level.
University Records: Records under the control of the Universitys administrative officers relating generally to the operation of the University, information relating to students, teaching and administrative staff individually, and records in these categories placed in the University Archives by or under the authority of administrative officers. See also Personal Records.
Records that are essential to resume or continue an organization; those necessary to
recreate the company's legal and financial position; and /or those necessary to preserve
the rights of the organization, its employees, and others associated with the