EXPLANATIONS AND SYMBOLS
USED IN RECORDS DISPOSITION SCHEDULES MANUAL
ARCHIVES - In order to preserve records which document
the history of the University of California, a University
Archivist at each campus has been designated the official
custodian of all University records at that campus adjudged
worthy of preservation because of their historical value.
Therefore, all records included in the Records Disposition
Schedules Manual have been reviewed for their historical value
by the Archivists. Those found to be of an historical nature
are so indicated in this Manual by the words "then to
Archives" or similar terminology. Offices holding such
records should be sure to send them to their campus Archivist
at the end of the stated disposition period. They should not
Once transferred to Archives, the records are the responsibility
of the Archivist. If the published retention schedule of a
record is "Permanent," the Archivist does not have
the option to dispose of the record, and must ensure that
it is retained permanently. If, however, a record sent to
Archives doe not have a permanent retention period, the Archivist
may dispose of it at any time, in any manner that is deemed
appropriate to the particular record.
DESTROYING MATERIAL - Before disposing of large volumes
of material, the Purchasing Office should be contacted to
ascertain if the material can be sold as salvage.
FCP - Following completion of project.
G - Under the heading "Record Type or Number"
the letter "G" will often appears. This indicates
that the title used for this record is general and descriptive.
Specific titles for this type of record may vary from campus
to campus, or department to department; but the purpose of
the record will be the same and the stated "G" retention
schedule will apply. In some cases, there may be more than
one record which can be applied against this "G"
record title, but again, if the purpose of the record matches
the descriptive title, the stated retention schedule will
OFFICE OF RECORD - The Offices of Record indicated
in this material are the customary or most common ones. However,
on occasion the Office of Record may differ from that shown
without altering the disposition schedule itself.
OP - Office of the President
SEARCH - Search for records within the database.
The search function allows a user to query records based
on their "Function," "Record Category," "Record Name," "Form
Number" or "Office of Record."
Once a query has been made, a table will display all of
the records resulting from the query criteria. The results
can be sorted by clicking on each column header. The first
click sorts results in ascending order and the second click
sorts them in descending order. Clicking on the record number
in the last column, "Detail," produces a popup window which
displays all of the information pertinent to that record.
Individual Record Details can be printed via the "Print Page"
link, located in the lower right-hand corner of the popup
window. The main table with all of the records resulting from
the search can also be printed by selecting the "Print" icon
in the web browser.
To find a single record by its number, enter it in the Record Number field and choose Start Search. To find all record numbers that contain those digits, choose Find All.
UAT - Retain "Until Action Taken." Schedule
may vary according to need, but material should not be retained
longer than 0-1 year.
YEARS FOR RETENTION OF RECORDS - Disposition schedules
which are indicated in years, such as 5, will be interpreted
to mean that the documents will be destroyed 5 years after
the end of the fiscal year in which produced unless otherwise
indicated. Those schedules which are stated with inclusive
years, such as 5-10, will be interpreted to mean that the
documents will be retained at least the minimum stated years
(5) but will be destroyed no later than the maximum stated
years (10) after the end of the fiscal year in which produced.
In many instances a schedule will read 0-3 or 0-5. This means
that the record may be destroyed upon receipt or at any time
up to 3 or 5 years after the end of the fiscal year.
- - CONTRACT REQUIREMENTS - Records which might include
basic financial documents pertaining to government contracts
and grants are indicated by a "Y" in the CG field.
In order to comply with government requirements, actual
contract and grant material may be removed and held for
destruction according to approved government contract and
grant retention schedules. The remaining noncontract material
may then be destroyed in accordance with the listed retention
schedule. If such sorting is not feasible, all records must
be considered as subject to contract or grant retention
- NOTE: Specific instructions for determining federal
contract and grant retention schedules may be obtained
through Accounting Officers. (Also see UC
Business and Finance Bulletin RMP-5.)
- - GIFT AND PRIVATE GRANT REQUIREMENTS - Retention
periods for "other copies" of gift and endowment
documents are subject to the retention periods of the material
(V) - This symbol designates a vital record. Extraordinary
precautions are required to preserve and effectively protect
these administrative records from both normal and unusual
hazards, present and potential. (See UC
Business and Finance Bulletin RMP-4 for complete guidelines.)
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