DalCLASS Field Definitions

1.    DalCLASS Section – Each DalCLASS section is the title of a primary function.

2.    Series Number – Each records series is assigned an individual series code that connects the records with the primary function. The format is function code followed by the series number. This number is used to identify the records series and link the records to the retention and disposition rules in DalCLASS (e.g., FN12).

3.    Series Title – Series title identifies the records series in the series number (e.g., FN12 Accounts Payable).

4.    Purpose of Series – Describes the action or function that the records document.

5.    Scope and Contents – Descriptive statement of records covered by the series. Also includes cross-references to other series in DalCLASS.

6.    Primary Offices – Primary Offices are the Offices of Primary Responsibility (OPR) for the business function related to the records and maintains the official records.

7.    Retention Rule (OPR) – Indicates how long records are to be maintained by Primary Offices in order to meet operational, financial, legal, audit and other requirements.

8.    Disposition (OPR) – Indicates the disposal actions, destruction or transfer to the University Archives, after retention requirements are met.

9.    Secondary Offices – Secondary Offices are the Offices of Secondary Responsibility (OSR) for the business function related to the records and maintains copies to complete business tasks and for reference.

10.  Retention Rule (OSR) - Indicates how long records are to be maintained by Secondary Offices.

11.  Disposition (OSR) - Indicates the disposal action, usually destruction.

12.  Retention Rationale – Describes the basis for the retention schedule; based on administrative, legal, and archival values.

13.  Approval Date – Date of approval by the University Records Committee.

14.  Notes – Any useful information not covered in other fields (e.g., directions for filing or classification, or notification that system does not have the ability to delete records according to the disposition rule).

15.  Vital Records – Identified by Yes/No, records that are required for business continuity.

16.  Electronic Systems – Lists University information systems or sub-systems that carry the records.

17.  Personal Information Bank – Yes/No Is the series a personal information bank? Personal Information Bank required by FOIPOP Act.

18.  Security Classification – As defined in Information Security Classification Standard.

19.  Last reviewed – Date last updated by Records Management Staff.