|
 |
|
R
Reader file:A file containing copies of documents assembled for reference use only, not for documentation of activities. If arranged chronologically, the file may be called a chronological file. See also convenience copy.
Records center transmittal list:A document that lists the records being transferred from an office or administrative unit to the University Records Center.
Record copy:The single official copy of a document maintained on file by an administrative unit of the University. A record copy is sometimes termed the file copy. The record copy is usually, but not always, the original. A record copy may be held by the creating office or another office of record.
Record group:A body of related university records that are organizationally grouped together due to their common unit of origin. As examples, the University Archives groups all records of the President's Office into Record Group (RG) 13 and all records of the Kerr Library into Record Group (RG) 9. Return to Institutional Records
Record:A document, regardless of physical form or characteristics, created or received and accumulated by an administrative unit or officer of the university in the conduct of official business.
Records management officer:A records management officer (RMO) is a department or unit's liaison with the OSU Archives and Records Management Program.
Records management:A field of management responsible for the systematic control of the creation, maintenance, use, reproduction, and disposition of records. (SAA)
Records officer (agency):A university employee who is legally responsible for coordinating the OSU Archives and Records Management Program with the State Archives Division of the Secretary of State's Office. The University Archivist serves as the University's Records Officer for OSU.
Records retention schedule:A control document which describes the records of an institution or administrative unit at the record series level, establishes a timetable for the record series life cycle, prescribes an ultimate disposition for the record series, and serves as the legal authorization for the disposition of public records. The University Records Retention and Disposition Schedule is found in Chapter Four of this Handbook.
Record series:File units or documents arranged in accordance with a filing system or maintained as a unit because they result from the same accumulation or filing process, the same function, or the same activity; have a particular form; or because of some other relationship arising out of their creation, receipt, or use. (SAA)
Records storage box:A cardboard carton designed to hold approximately one cubic foot of records and to fit on specially configured industrial metal shelving. Records storage boxes are constructed of inexpensive, non- archival materials and are thus used primarily for the storage of temporary records in the University Records Center. These boxes are also used to transfer records to the University Archives for pulping and are also referred to as pulping boxes. See also archives box.
Records center:A storage space or facility for the high-density and low-cost storage and maintenance of semi-active or inactive records pending their scheduled final disposition.
Redox (reduction oxidation):The undesirable chemical process by which metallic silver which makes up photographic images is transformed into spots of reddish-brown residue.
Reference copy:See convenience copy.
Reference service:The assistance provided by the archives staff in helping researchers use the holdings of the University Archives.
Restricted access:A limitation on the use of a body of documents or of single items containing information of a specific kind or in a particular form. The restriction may limit the use for a time to particular persons or classes of persons or may exclude all potential users. Restrictions may be imposed by law, by Archives or manuscript repositories having custody of the materials, or by officials of controlling agencies or donors and are enforced by the archives or manuscript repository. (SAA)
Retention period:The maximum and the minimum length of time that a record must be kept by law. The retention period is given in the university records retention schedule. The retention period may be given as permanent, until superseded, until obsolete, or a certain number of years or months. See also permanent, until obsolete, and until superseded.
Retired records:Inactive records that have been removed from active office files to less expensive and slightly less accessible storage space.
Retrieval:The activity of finding and making available records or record information to the creating administrative units or other researchers. Retrieval is a part of the reference service provided by the staff of the University Archives. |
 |
|
