The IRM Office uses the term "administrative records"
to refer to all of the written information that supports the organizational
activities of the University. To meet its instruction, research,
and public service mission, the University keeps track of its
activities from a business perspective. Almost all such tracking
of business activities result in administrative records. As we
use the term administrative records it:
- Does include the data stored in the Student Information
System (SIS). The registration and grades recorded in SIS reflect
the efforts of thousands students and faculty. These records are
written, maintained and retrieved by many different people throughout
the University. These records are stored on the UMS mainframe
and persist indefinitely.
- Does include any copies of records from SIS, no matter
where they might be stored.
- Does include small, informal systems that an individual
department might use to keep track of its own activities, staff
or assets. Whether kept on a computer or in a paper log, these
records are important for the individual department to meet its
- Does not include letters and correspondence that consist
primarily of text. The administrative records that we are concerned
with contain highly structured information (often having a repetitive,
- Does not include sticky ("Post-it") notes.
Although sticky notes are often used to record vital information,
they are ephemeral and depend entirely on their context for meaning.
The administrative records that we are concerned with persist
over time and are to some extent portable (e.g., their meaning
does not change when they are moved from one machine to another).
- Does not include the logs or notes that are written
in a laboratory about an expeirment or clinical trial. Information
about the subject of an experiment or clinical trial would
be considered an academic record; information about the compensation
of researchers conducting the experiment or clinical trail would
be considered an administrative record.