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Dr. Ralph R. Chase West Texas Collection

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Records Management Frequently Asked Questions

  1. What is records management?
  2. Why is records management important?
  3. What is my role in record management?
  4. What is a state record?
  5. What is a record copy?
  6. What is a convenience copy?
  7. What is an archival record?

  1.  What is records management?

Records management is the “application of management techniques to the creation, use, maintenance, retention, preservation, and destruction of state records for the purpose of improving the efficiency of record keeping, insuring access to public information under chapter 522, and reducing costs.” (TX Government Code 441.180)

  2.  Why is records management important?

Good records management increases efficiency, protects confidential records, and helps preserve institutional history.

  3.  What is my role in record management?

Most state employees create or receive records in the course of normal business. The task then becomes following good practices for filing, storing and retrieving these records (regardless of the format) until final disposition in accordance with the ASU Retention Schedule.

  4.  What is a state record?

A state record is “any written, photographic, machine-readable, or other recorded information created or received by or on behalf of a state agency or an elected state official that documents activities in the conduct of state business or use of public resources.” (TX Government Code 441.80)

  5.  What is a record copy?

The record copy is the original or official document that is kept on file and is subject to the requirements of the retention schedule. The record copy must be listed on the disposition log upon destruction or transfer to the University Archive.

  6.  What is a convenience copy?

All copies of a document that are not the record copy are considered convenience copies. Convenience copies do not need to be listed on the disposition log and may be destroyed at any time within the retention period but must not be kept longer than the record copy. Any convenience copy kept after the disposition of the record copy becomes the record copy and is subject to those requirements.

  7.  What is an archival record?

Some records have been determined to have enduring historical relevance. Once these records have fulfilled their prescribed retention period they are transferred to the University Archive for preservation.

Note: Help us preserve ASU’s unique institutional history! If you feel you have a record of historical significance but it is not scheduled as archival, do not hesitate to contact the archive for review.