Records Schedules by Function | Kelvin Smith Library

Academics

Development and delivery of the curriculum and operation of academic units.

Records Disposition Schedule	Description
Academic Records	Documents academic work pursued and degrees earned.
Academic Reports	Documents statistical and other aggregated reporting on enrollment, degrees awarded, grades, etc.

Acquisition, maintenance, and disposal of physical plant, infrastructure, and equipment.

Records Disposition Schedule	Description
Equipment Maintenance and Disposition Records	Documents equipment maintenance and disposition.

Financial obligations, revenue, and management of assets and liabilities.

Records Disposition Schedule	Description
Budget Monitoring Records	Documents budget performance monitoring.
Budget Preparation Records	Documents development of the University’s budget.
Purchasing Records	Documents payment claims made as part of a unit’s programs and functions.
Travel Expense Records	Documents University-paid and University-reimbursed travel expenses of employees.
Vendor Relations Records	Documents history of the relations between the unit and individual vendors or service providers.

Requirements of and compliance with external laws and regulations and internal governance via University policies and procedures.

Records Disposition Schedule	Description
Bankruptcy and Collections Records	Documents monitoring, efforts to collect unpaid accounts, and writing off bad debts.
Contracts and Agreements Records	Documents obligations under contracts, leases, and other agreements between units and outside parties.
Copyright, Trademark, and Patent Records	Documents filing, maintenance, assignment, and use permissions of intellectual property rights; transfer of technology resulting from research projects and grants to outside entities.
Donor Gift Agreement Records	Documents future obligations on the university or donors, or rights conferred on the university or donors, resulting from gifts to the university.
Litigation Records	Documents litigation brought by or against CWRU.
Policy Records	Documents the development and implementation of policies under a unit’s jurisdiction.
Subpoenas and Records Requests	Documents requests for information restricted by law, regulation, or CWRU policy.
Trustee and Trustee Committee Meeting Records	Documents actions taken and information presented to the Trustees at meetings of the full Board or its standing and ad hoc committees.

Provision of published information, and communication sources and services, including technology, content, and expertise.

Records Disposition Schedule	Description
Publications	Documents published communications within and outside the unit about programs, projects, staff, etc.

Recruiting, hiring, compensating, and evaluating employees.

Records Disposition Schedule	Description
Staff EEO Review Records	Documents review of hiring processes for compliance with Affirmative Action/EEO requirements.
Staff Employment Records	Documents employee work history.
Staff Recruitment and Hiring Records	Documents the process of hiring new employees.
Staff Time and Attendance Records	Documents actual hours worked by employees.
Student Employment Records	Documents student employee work history.

Administrative activities of a unit other than the specific major activities already listed.

Records Disposition Schedule	Description
Committee Records	Documents the activities of ad hoc or standing advisory committees or task forces, made up of members from a variety of units, that develop and recommend policies or procedures; plan and carry out events, programs, or awards; etc.
Event Records	Documents unit’s role in planning and carrying out events such as lectures, ceremonies, conferences, and reunions.
Office Management Records	Documents information routing and tracking activities for routine office activities.
Program and Project Operation Records	Documents routine administration of programs and activities.
Program and Project Planning and Review Records	Documents on-going and one-time planning, review, and evaluation of unit programs, projects, and services.
Staff Meeting Records	Documents unit staff meeting proceedings.
Transitory Records	Documents information of temporary importance.