What is a record copy and who is responsible for it?”
“A record copy is the official copy of a record that is retained for legal, operational, or historical purposes.”– ARMA, Guidelines for Managing Email. While there may be many copies of a document, the record copy is the official copy. For example, although faculty members may receive reports while on a committee, it is the chair or other designated employee that maintains the official record copy of the reports that group creates. It is this record which is maintained by the academic unit which must be preserved as a University record. The copies circulated to other committee members are reference copies and should be maintained according to records retention schedules.
