Definitions

These term(s) and definition(s) apply to this policy with no implied or intended institution-wide use.

Archival Appraisal

The process of determining the value and thus the disposition of records based upon their current administrative, legal, and fiscal use; their evidential and informational or research value; their arrangement; their medium and format; their condition; and their relationship to other records.

Archival Value

The value and characteristics found in recorded information making it worthy of indefinite or permanent preservation by the University Archives. These qualities include their administrative, fiscal, legal, evidential, and/or informational value.

Archival Materials

Archival materials are recorded information of enduring value regardless of physical format or medium, created, received or accumulated and used by individuals, families, or corporate bodies in the course of their activities or functions.

Category “A” Designation

Awarded by the Minister of Canadian Heritage, Category “A” designation permits the institution to apply to the Canadian Cultural Property Export Review Board to have an object certified as cultural property for its collection.

Deaccession

An object that has been permanently removed from the collection; or the process of formally removing an object from the permanent collection. The deaccessioning process involves two stages. The first stage, “deaccessioning,” is the formal review and decision-making process that leads to the removal of objects from the collection, and the formal adjustment of registration records. The second stage, “disposition,” is the actual discard or transfer of ownership and possession of deaccessioned objects. A deaccession may involve a single object or a collection or lot of objects. The entire process must be formally approved by the University of Alberta, and fully documented in the collection records.

Donation

A voluntary transfer of archival property made with no direct expectation of goods or services in return. Donors will receive a receipt for income tax purposes for their donation. A donation must be offered by the donor, and approved by the University Archives on behalf of the University of Alberta. Ownership of the donated material must be irrevocably transferred to the University.

Fair Market Monetary Value

The price that archival materials would fetch in an open market between a willing buyer and a willing seller in an arms-length transaction, where each party has full knowledge of the facts. It is assumed that the buyer and seller are prudent, informed, and acting independently of each other. The University of Alberta, as the issuer of receipts for income tax purposes, is responsible for ensuring that the amounts shown are reasonable. The receipt must represent the fair market monetary value of the donation at the time when ownership is transferred to the University. Donors are encouraged to obtain independent legal or financial advice on fair market value.

Monetary Appraisal

An estimate of fair market monetary value of donation. An appraisal is generally prepared by a qualified appraiser(s) or, in some cases, by an expert knowledgeable about the particular object in question.

Non-University Recorded Information

Recorded information created or received by non-University individuals, organizations, and institutions in fulfillment of their responsibilities and to which University Archives and Records Management Policies and Procedures do not apply.

Records Disposal Authorities

Records Disposal Authorities are legal authorities proposed by faculties, departments, units and offices and approved by the University Records Officer and University Records Archivist for the disposal of University recorded information either by destruction or by transfer to University Archives records.

Recorded Information

Recorded information is a record of information in any media or form including University publications, documents, maps, drawings, photographs, vouchers, letters, papers, electronic records and any other information that is written, photographed, digitized, recorded and stored in any manner but does not include library or museum material kept for research, teaching or reference purposes.

Recorded Information of Enduring Archival Value

Recorded information which because of its administrative, financial, legal, academic, teaching, research, cultural, social, scientific or historical value warrant permanent preservation.

Records Management

Records management is the process by which the University systematically manages the recorded information resources used in its custody or under its control for the administration and operation of University activities and programs.

Records Management Programs

A records management program is a program, which includes records creation, receipt, access and use, records retention and disposal, archival records preservation, disaster protection, vital records preservation, forms and forms management.

Records Retention Schedules

Records Retention Schedules are established timetables for retaining recorded information for a defined period of time in faculties, departments, units and offices.

University Archives

The department of the University charged with the administration, preservation and disclosure of the University’s records of enduring value.

University Record

A University record means recorded information in any format within the custody or under the control of the University relating to the operation and administration of the University.