As defined by ORS 192.005, a record means any information that:
Is prepared, owned, used or retained by a state agency or political subdivision;
Relates to an activity, transaction or function of a state agency or political subdivision and
Is necessary to satisfy the fiscal, legal, administrative or historical policies, requirements or needs of the state agency or political subdivision.
In practice this looks like all the paper, e-mail, spreadsheets, digital images or video and other material that we make, receive, file or record at the university in connection with the transaction of any university business or activity or pursuant to law, whether confidential or restricted in use or access, are considered records.
A record created by an employee of the university is a public record. These records may be disclosed if requested under the Oregon Public Records Law or under the federal Freedom of Information Act.
The university and its employees are responsible for the orderly retention and destruction of all records, and the preservation of records of value for administrative, legal, and research purposes. The University Records Management Policy and Records Retention Schedule define the retention period for records, including records that do not need to be retained as part of University Records Management.
University Records Management is dedicated to helping employees and university departments identify and manage records subject to retention and assist with records disposal once records are no longer useful and/or have reached the end of their retention period. For more information, see the Managing Records page.
Not all records have the same requirements
All records at the University of Oregon, regardless of format or media, fall into one of three categories based on both their content and function: Intermediary, Transitive, or Substantive. See the Transitory, Intermediary, and Substantive Records page for more information.