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RMO Glossary
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- Barcode
- This is the code given to an individual box of records prior to transfer to the Records Center. Use the barcode to identify your records when communicating with the RMO. Ex. RC0005
- Begin Date
- The earliest creation date for the records. Ex. If you have a group of vouchers that cover FY1999 and FY2000, the begin date will be July 1, 1998.
- Box Title
- A general description of the records. Box titles frequently are the same for several boxes. Ex. Routine financial records
- Close Date
- Usually the same as the end date. A close date can be different for records like grant files and contracts where the date the contract closes is more important than the end dates for individual records related to the contract. Ex. If you have a grant that ends June 30, 2001, all vouchers from that grant, regardless of their date, will have a close date of June 30, 2001.
- Contents
- A more specific description of the records. Ex. Vouchers
- Date of Last Activity
- Last activity means the last time the box was touched by personnel at the Records Center, usually either the date the box was brought in (if it has never been retrieved) or the most recent date it was retrieved.
- Depository Status
- The current status of a box at the Records Center, usually "in". If the status shows "out" then the box is considered to be temporarily retrieved. Offices actually pay to reserve space at the Records Center, not for the actual space being used at any given time. Billing charges continue to accrue for the space reserved for boxes temporarily retrieved, so make sure that any boxes marked "out" have not been permanently retrieved. If they have been permanently retrieved, notify the RMO immediately. Permanent retrieval releases that space and stops billing.
- End Date
- The latest ending date for the records. Ex. If you have a group of vouchers that cover FY1999 and FY2000, the end date will be June 30, 2000.
- Review Date
- The review date is typically calculated by adding a record's retention period to its end date. Retention periods are found in the records schedules and provide the length of time a record should be kept by an office. Ex. A record with an end date of 6/30/2000 with a retention period of 4 years would be assigned a review date of 6/30/2004.
- Schedule Number
- This number comes from either the General Records Schedule (GRS) or a special records schedule (SRS). Each schedule number corresponds to a particular type of record. Ex. 0455 (GRS) or 97-02-0009 (SRS)
- University Record
- University records include all forms of recorded information regardless of physical characteristics, created, received, recorded, or legally filed in the course of University business or in pursuance of the University's legal obligations. This does not include student-created records or some records created by faculty members. For a more complete explanation, see University Records Policies
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