UCLASS is the acronym for the University Classification System. UCLASS is a hierarchical classification system that organizes records based on function and activity. The levels of the hierarchy are designated as Blocks (function), Primaries (activity), and Secondaries (transaction or matter being discussed). Actual physical files and electronic folders are represented at the Secondary level.

UCLASS is designed to:

  • Give offices a standard framework for classifying files in a rational way that makes records easy to file and retrieve.
  • Standardize communication across campus by using a common vocabulary of titles and descriptions for each record series.
  • Provide continuity on campus when staff move to other departments.
  • Provide a structure for deciding which office is primarily responsible for certain records and which records from the same series in other offices can be destroyed.

What if a record doesn’t fit?

Every Block has a “General'”Primary. If you can determine which Block or function a record fits under, but none of the corresponding Primaries seem to capture the activity represented by the record, then file the record in the “General” Primary. For example, if you’ve chosen the Block CR Community Relations, but none of the existing Primaries listed under that function seem appropriate, classify the record under the Primary CR001 Community Relations – General. Contact us if you are accumulating a number of records in the “General” Primaries. There may be a need to research a new activity or Primary to be added to UCLASS.

What shouldn’t be filed in UCLASS?

Only records should be filed according to UCLASS. Non-records are published materials made or acquired for reference, and stocks of publications or forms. These materials should be placed in a reference storage area and weeded on a regular basis.

Basic Principles of Applying UCLASS

  1. Choose the Function or Block:

    What is the main function to which the document is referring? Scan through the Blocks to determine an appropriate match.

  2. Choose the Activity or Primary:

    What is the activity that is being discussed or documented? Scan through the Primaries listed under the Block you have chosen to determine an appropriate match.

  3. Choose an appropriate name or Secondary file heading.

    Use the file naming and file coding conventions to create a descriptive Secondary file title.

  4. Where do I file..?

    Learn more

Retention Rules