Fort Lewis College is responsible for preserving records of historical and permanent value that document the institution's functions, activities, and decisions.
Understanding what constitutes a record is the foundation of effective records management. In general, a record is any information created, received, maintained, or used at Fort Lewis College in the course of conducting College business that documents decisions, actions, transactions, policies, or operations.
In practice, this means that many of the materials we work with every day—including paper documents, emails, spreadsheets, reports, meeting minutes, databases, digital images, videos, and other files created or received in connection with College activities—may be considered records and subject to retention requirements, even if they are confidential and should be restricted in use or access.
Electronic Documents Are Records Too
Records management requirements apply equally to paper and electronic records, including emails, shared drive documents, databases, websites, photographs, audio and video recordings, and other digital content. The Center of Southwest Studies Archives provides environmentally stable and secure storage for these permanently valuable records and facilitates their preservation and access for future generations of students, faculty, staff, and researchers.
Colorado Definition of a Record
Colorado Revised Statutes, C.R.S. 24-80-101(2)
"All books, papers, maps, photographs, or other documentary materials, regardless of physical form or characteristics, made or received by any governmental agency in pursuance of law or in connection with the transaction of public business and preserved or appropriate for preservation by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the government or because of the value of the official governmental data contained therein."