What is a Record?

Any written or digital document, form, email, note, or other item that refers to or pertains to university business.  According to the Florida Supreme Court, a public record “is any material prepared in connection with official agency business which is intended to perpetuate, communicate, or formalize knowledge of some type.”

Why is managing and disposing of records important?

The benefits of effective records management include space savings, reduced expenditures (filing equipment, staff hours, digital back-up charges), reduced risk (related to cyber attack and legal risks), efficiency of information retrieval, compliance, protection of vital records, and preservation of historical records.

If I scan a document, do I have go through the disposition process for the paper copy?

Sometimes yes, sometimes no. Visit the Records Storage section on Retrospective Conversion Projects / Scanned documents for more information.

The form asks for "Volume in Cubic Feet". How do i figure that out?

Cubic Foot Volume= LxWxH in inches.

You can use the guide below to help you calculate.   Remember that electronic records are recorded using number of bytes.

  • 1 million bytes = One Megabyte (here is a unit calculator for reference)
  • 200 Cassette tapes = 1 cubic ft;
  • one letter-sized drawer or box = 1.5 cubic ft;
  • one legal-size drawer or box = 2.0 cubic ft;
  • one letter-size 36″ shelf = 2.0 cubic feet;
  • one legal-siz 36″ shelf = 2.5 cubic ft;
  • 12 magnetic tapes = 1 cubic ft;
  • ten 12-inch rowes of 3.5 cards = 1.0 cubic ft;
  • six 12″ rows of 4×6 cards = 1 cubic ft;
  • four 12″ rows of 5×8 cards = 1 cubic ft;
  • 100 rolls of 16mm microfilm = 1 cubic ft;
  • 50 rolls of 35mm microfilm = 1 cubic ft.
What are the Records Management roles at UCF?

Records Management at UCF is a collaborative, integrated process.

The Records Management Liaison Officer serves as the connection between the university and the state to ensure compliance with retention and disposition requirements and to assist university records custodians with interpretation of the retention schedules.

The Records Management Advisory Council develops and provides resources supporting the Records Management Process, such as data management, training, web resources, communications, and more.  The group is comprised of records stakeholders on campus who can provide guidance and assistance to the RMLO.

The General Council’s Office provides central management of Public Records Requests.

Resource Management provides oversight of the warehouse where physical records are stored.

Records Custodian Liaisons in each department serve as the area’s local expert overseeing the process in that department.

What if an item isn't listed in the General Records Schedule?

Add answer here.

What is the difference between Records Management and Public Records Requests?

answer here.