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Explanation of TermsCFR: Code of Federal Regulations. Regulations of federal agencies adopted under authority of laws enacted by the United States Congress. Confidential State Record: Any state record to which public access is or may be restricted or denied under the Public Information Act, Chapter 552, or other state or federal law. See also Disposition of Confidential Records. Convenience Copy: All copies of a record other than the master record that were created for purposes of reference or research. If a convenience copy is kept after the master record has been destroyed, the convenience copy becomes the master record. Department Code: A two, three, or four letter code in the prefix of the Record Series number in the Records Retention Schedule. This code identifies the University department or office that uses the Record Series. Record Series that begin with "AALL" can be used by anyone on campus. Master Copy: See Record Copy. Record Copy: The document that is kept on file as an original or official or master record for the total retention period. Distinct from a "working" or "convenience" copy that is a duplicate used for reference purposes. Record Series: A category of related records with the same function and retention period that is evaluated as a unit for retention scheduling purposes. Retention Period: The amount of time a records series must be retained before destruction or archival preservation. Transitory Information: Records of temporary usefulness that are not an integral part of a records series of an agency, that are not regularly filed within an agency's record keeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of the agency or in the preparation of an on-going records series. For more information, see the Frequently Asked Question regarding Transitory Information. For more records management terms and information, see the Glossary compiled by the University of Texas Systems records management officer.
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