Differentiate between Official records and Non-official …

Records
Record: recorded information, in any format, created or received in the course of performing university business and maintained as evidence of and information about the transaction of university business. This information meets the definition of a state record in the Texas Government Code, Texas Government Code, §441.031 and §441.180.

Record Copy: the primary copy of recorded information – often referred to as the “official” record. The official record copy must be retained according to the Records Retention Schedule, and must be listed on a Records Disposition Log prior to disposition.

Non-Records
Non-Record: recorded information that has no administrative, legal, fiscal, or archival value. Non-records do not have any retention requirement; they may be disposed of at any time and do not require a Records Disposition Log (RDL).

Convenience Copy: additional copies of records that are held by individuals or offices. Convenience copies are often distributed for information, are not necessarily related to the function of the department, and are exact duplicates of the record copy. Convenience copies are considered non-records as long as they are held no longer than the retention period for the record copy.