VPUO Document Guidelines
VPUO Document Guidelines (Update Log) |
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October, 2012 |
October 22, 2012 - All Grievance-related documents are to be classified as the Master Record. This includes records that fall under the following schedules: "Grievances and complaints - departmental" (AALL212), "Appeals - departmental" (AALL212), "Discrimination charges - no action" (No Official Code), and "Discrimination charges - with action" (No Official Code) |
October 30, 2012 - Records are not to be changed from Convenience Copy to Master (or vice versa), unless this occurs when the document is initially entered (going from a Master to a Convenience record). If this does occur, or you need to make this change, please see Nicole. |
November, 2012 |
November 29, 2012 - We do not need to maintain convenience copies of OFPC vouchers (per an email circulated by Marla November 2, 2005) |
December, 2012 |
December 3, 2012 - New record series to replace old, unofficial series: |
January, 2013 |
January 10, 2013 - Request that all documents filed as Reference Materials be filed only as convenience copies. This is because “Reference Materials” is not an official UT retention schedule – it cannot be listed on an official UT disposal form. In general, reference material is considered transitory and may be disposed after use. Since the office sometimes needs its reference materials on a more permanent basis, we will maintain the schedule (for convenience copy records only). |
January 24, 2013 - The "Transferred" folder (ADM-1.18) has been eliminated from Meridian. To account for transferred documents, "Transferred" has been listed as a Next Action category. It may be assigned to any document that is ultimately referred to another office. |
February, 2013 |
February 6, 2013 - We will no longer use the "Pending Resolution" record series (FIN-1.1, IT-1.1, LEG-1.1, PER-1.1, PROP-1.1, PR-1.1, RMGT-1.1, ADM-1.1). It is not an official retention schedule and was earlier replaced by the "Pending Resolution" next action. No records remain in these categories. For now, the word "Placeholder" has been entered into the corresponding filing system areas. No records are to be filed under the above codes. |
March, 2013 |
March 1, 2013 - Some records may be listed only as the master record: PER-5.1, PER-5.4, PER-3.1, PER-3.2, ADM-3.3, ADM-3.4, ADM-3.5, ADM-3.6, ADM-3.7, and ADM-3.9. All reference materials may be listed only as convenience copies: ADM-1.3, FIN-1.3, IT-1.3, LEG-1.3, PER-1.3, PROP-1.3, PR-1.3, RMGT-1.3, and PROP-2.2. Reminders have been entered into Access fields, and the unused version of these records has been eliminated from Access. *Please note that PROP-2.2 still retains the option for a Master Record in Meridian, as some special cases may arise (per Shannon and Beth). |
March 26, 2013 - Definition of PROP-2.03 has been expanded. Previous definition included "equipment inventory." New definition uses UTRRS record series title: "Inventory - Annual Reports and Other Records" AALL618. Option to use AALL608 "Equipment History File" still an option under this file code. |
April, 2013 |
April 22, 2013 - FIN-2.10, "Procard and Office Depot Vouchers," has been added to the VPUO filing system document. Requested that all Procard purchase (VT7s) be placed in this series. |
April 22, 2013 - All Official Occasion Expense Forms have a new title format. The format is as follows: OO_01.01.13keywords |
May, 2013 |
May 6, 2013 - All OOEFs using the VPUO's 30 or 19 account need to be sent to our office. VPUO only needs to scan the form itself - attached voucher documentation from other offices does not need to be scanned. |