ARCHIVES - In order to preserve records which document the history of the University of California, a University Archivist at each campus has been designated the official custodian of all University records at that campus adjudged worthy of preservation because of their historical value. Therefore, all records included in the Records Disposition Schedules Manual have been reviewed for their historical value by the Archivists. Those found to be of an historical nature are so indicated in this Manual by the words "then to Archives" or similar terminology. Offices holding such records should be sure to send them to their campus Archivist at the end of the stated disposition period. They should not be destroyed.
Once transferred to Archives, the records are the responsibility of the Archivist. If the published retention schedule of a record is "Permanent," the Archivist does not have the option to dispose of the record, and must ensure that it is retained permanently. If, however, a record sent to Archives doe not have a permanent retention period, the Archivist may dispose of it at any time, in any manner that is deemed appropriate to the particular record.
DESTROYING MATERIAL - Before disposing of large volumes of material, the Purchasing Office should be contacted to ascertain if the material can be sold as salvage.
FCP - Following completion of project.
G - Under the heading "Record Type or Number" the letter "G" will often appears. This indicates that the title used for this record is general and descriptive. Specific titles for this type of record may vary from campus to campus, or department to department; but the purpose of the record will be the same and the stated "G" retention schedule will apply. In some cases, there may be more than one record which can be applied against this "G" record title, but again, if the purpose of the record matches the descriptive title, the stated retention schedule will apply.
OFFICE OF RECORD - The Offices of Record indicated in this material are the customary or most common ones. However, on occasion the Office of Record may differ from that shown without altering the disposition schedule itself.
OP - Office of the President
UAT - Retain "Until Action Taken." Schedule may vary according to need, but material should not be retained longer than 0-1 year.
YEARS FOR RETENTION OF RECORDS - Disposition schedules which are indicated in years, such as 5, will be interpreted to mean that the documents will be destroyed 5 years after the end of the fiscal year in which produced unless otherwise indicated. Those schedules which are stated with inclusive years, such as 5-10, will be interpreted to mean that the documents will be retained at least the minimum stated years (5) but will be destroyed no later than the maximum stated years (10) after the end of the fiscal year in which produced. In many instances a schedule will read 0-3 or 0-5. This means that the record may be destroyed upon receipt or at any time up to 3 or 5 years after the end of the fiscal year.