General Records including Correspondence, Memoranda and Subject Files

Series #: TBD

Series Description:

General correspondence is considered to be any correspondence originated by or received by any employee or department of the University in the transaction of University business. These records include letters, telegrams, notes, directives, email, memoranda, reports and any other records, hard copy or electronic, original or copy, created or received as part of the communication process and which are normally kept by date, name of the individual, department or the organization that originated or received it. In addition, a copy of the email accounts of designated University leaders will be transferred to archives after termination or transfer to a non-Capstone position and following the release of any pending litigation.   

General subject files are those files set up by subject, topic, theme, committee appointment or other function where a series of documents cannot be filed or kept by any other single document characteristic. The files may include spreadsheets, notes, product brochures/catalogs retained for a specific purpose, reports, correspondence, etc.

Series Cutoff: Retain for Period of Administrative Value

Retention Period: Permanent

Disposition Action: Transfer to Archives for Evaluation

Approval Date: Pending

Notes and Citations:

Note from Anselm:   Could use indication of what is the record copy, e.g., do we want 100s of copies of the daily mass emails we get from various administrative and campus offices? Someone has got to have wrestled with a suitable definition somewhere in Record Retention Land.

Reviewed 2021-11-09