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Record Types & Categories

Types of University Records

Basically there are four types of records:

  • Historical
    A record is historical if it contains adequate and authentic evidence of Villanova University's organization, policies, decisions, procedures, operations, or other activities that have permanent value
     
  • Administrative
    A record is considered administrative if it documents the operation and internal administration of an office; if it is used in making administrative decisions and determining policy, or in explaining organizational structure, procedures and operations.
     
  • Legal
     A record is considered administrative if it documents the operation and internal administration of an office; if it is used in making administrative decisions and determining policy, or in explaining organizational structure, procedures and operations.
     
  • Fiscal
    A record is fiscal if it pertains to the receipt, transfer, payment, adjustment or encumbrance of funds and audit requirements.

Categories of University Records

Records, whether historical, administrative, legal and/or fiscal are generally divided into three categories:

  • Current (active)
    Current (active) records are those records, which are referred to in the performance of current office activities.
     
  • Semi-current (semi-active)
    Non-current (inactive) records are those that are no longer required in the conduct of current business of the originating office (office of origin).
     
  • Non-current (inactive)
    Non-current (inactive) records are those that are no longer required in the conduct of current business of the originating office (office of origin). Non-current (inactive) records with permanent value should be transferred to the Archives.