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Case Western Reserve University
Records Schedules by Function


Introduction | Schedules by Function | Schedules, A-Z 

Facilities Management | Financial Management | Governance and Legal Affairs | Information and Communication Services | Personnel Management | Administration, General | Non-Record Documents 

Facilities Management

Acquisition, maintenance, and disposal of physical plant, infrastructure, and equipment.

Equipment Maintenance and Disposition Records

Documents equipment maintenance and disposition.

Financial Management

Financial obligations, revenue, and management of assets and liabilities.

Budget Monitoring Records

Documents budget performance monitoring.

Budget Preparation Records

Documents development of the University’s budget.

Purchasing Records

Documents payment claims made as part of a unit’s programs and functions.

Travel Expense Records

Documents University-paid and University-reimbursed travel expenses of employees.

Vendor Relations Records

Documents history of the relations between the unit and individual vendors or service providers.

Governance and Legal Affairs

Requirements of and compliance with external laws and regulations and internal governance via University policies and procedures.

Bankruptcy and Collections Records

Documents monitoring, efforts to collect unpaid accounts, and writing off bad debts.

Contracts and Agreements Records

Documents obligations under contracts, leases, and other agreements between units and outside parties.

Copyright, Trademark, and Patent Records

Documents filing, maintenance, assignment, and use permissions of intellectual property rights; transfer of technology resulting from research projects and grants to outside entities.

Donor Gift Agreement Records

Documents future obligations on the university or donors, or rights conferred on the university or donors, resulting from gifts to the university.

Litigation Records

Documents litigation brought by or against CWRU.

Policy Records

Documents the development and implementation of policies under a unit’s jurisdiction.

Subpoenas and Records Requests

Documents requests for information restricted by law, regulation, or CWRU policy.

Trustee and Trustee Committee Meeting Records

Documents actions taken and information presented to the Trustees at meetings of the full Board or its standing and ad hoc committees.

Information and Communication Services

Provision of published information, and communication sources and services, including technology, content, and expertise.


Documents published communications within and outside the unit about programs, projects, staff, etc.

Personnel Management

Recruiting, hiring, compensating, and evaluating employees.

Staff EEO Review Records

Documents review of hiring processes for compliance with Affirmative Action/EEO requirements.

Staff Employment Records

Documents employee work history.

Staff Recruitment and Hiring Records

Documents the process of hiring new employees.

Staff Time and Attendance Records

Documents actual hours worked by employees.

Student Employment Records

Documents student employee work history.

Administration, General

Administrative activities of a unit other than the specific major activities already listed.

Committee Records

Documents the activities of ad hoc or standing advisory committees or task forces, made up of members from a variety of units, that develop and recommend policies or procedures; plan and carry out events, programs, or awards; etc.

Events Records

Documents unit’s role in planning and carrying out events such as lectures, ceremonies, conferences, and reunions.

Office Management Records

Documents information routing and tracking activities for routine office activities.

Program and Project Operation Records

Documents routine administration of programs and activities.

Program and Project Planning and Review Records

Documents on-going and one-time planning, review, and evaluation of unit programs, projects, and services.

Staff Meeting Records

Documents unit staff meeting proceedings.

Transitory Records

Documents information of temporary importance.

Non-Record Documents 

Most units use documents that are not University records to support their work. Because they are not records (i.e., evidence of University activities), these kinds of documents are not found in records disposition schedules. They can be disposed of entirely at the discretion of department staff.

Introduction | Schedules by Function | Schedules, A-Z

Archives Home | CWRU's History | Collection & Services | Managing Records 

questions or comments? please contact archives@case.edu

Collections FAQ

Why isn't the book on the shelf?
Find out where a book is before you go to the shelf. Search the Case Catalog to see what it says like
- "Check Shelves" (look on the shelves, find it, & check it out);
- "Just Checked In" (ask staff for help, it's nearby, but too soon to be back on the shelves yet);
- "Off Campus" (out at an OhioLINK school);
- "Due mm/dd/yyyy" (it’s checked out until that date.) 
Tip: If it is not available, order an OhioLINK copy
Can I return books to a different Library?

Return Case or OhioLINK items to any Case library, yes. Case libraries have different hours, so your book might not get checked in on the day you return it if you use a bookdrop.

Return the CPL@Case-KSL books only to KSL, so the collection is here for you & others. Case libraries are not responsible for returning other local libraries’ books. Returning public library books here will not check them off of your account at those libraries.

What does "Check Shelves" mean?
"Check Shelves" means it is supposed to be on the shelf. If it isn’t there, double-check what the Case Catalog currently says to make sure that nobody else has checked it out or has kept it out too long.
How long does reshelving take?
The times are different, depending on what is being reshelved and what time of semester it is. KSL goal: to reshelve journals within 24 weekday hours, reshelve books within 48 hours. During peak times (end of semester) the time can be longer. Ask staff at the Main Service Desk for help.
How do I reserve a book?
Books are on the shelves for anyone who needs them, and are not reserved for individual use. If our book is checked out, order a copy from the OhioLINK.
Where are the UL Storage Stacks?
KSL has a university center half a mile from KSL, where lesser used or brittle books are kept, and the catalog search screen will display "UL Storage." You can visit the Center during daytime hours, or use an online request form to bring back the item to KSL. The center is now called RRCC (Retrospective Research Collections Center.)
Can I get a book or video on a specific date?
Yes, Case faculty, staff, & students can find out more details and use a convenient online request form for Book a Video or DVD  (KSL’s other collections are available only on a first-come basis for everyone, and cannot be booked ahead of time.)
What does a Book on Order mean? When will it get here?
When the catalog item displays “1 copy ordered for (library name)” the item is already in the library getting the final processing labels, etc., and will soon be on the shelf! Ask staff if there are other copies avaialable in OhioLINK in the meantime, or if you have an urgent need.
What is a PIN?
Your PIN is not assigned, you choose what it is and enter it on the Case Catalog at “View Your Library Record,” following the instructions. A Case Library PIN is a Personal Identification Number that protects your information, just like your bank ATM asks for a similar security PIN.
How do I get a library account & where can I look at it?
Case faculty, staff, and students automatically have online library accounts. You can look at it on the Case Catalog under “View your library record.” Use your library account to renew items on line and keep track of what you have checked out or ordered from OhioLINK or RRCC or Iron Mountain sites. Your Case ID is your library card!

View All FAQs

Kelvin Smith Library | 11055 Euclid Avenue | Cleveland, OH 44106-7151 | 216-368-3506