These general guidelines have been established to help academic departments and administrative offices manage their records and determine which ones have long-term historical value.  Transfer to the Archives materials that document the main work of the department, rather than day-to-day routine transactions.  When selecting what to send, consider these questions:

  1. Do the records provide evidence of the purpose and major functions of the department/office?
  2. Do the records document key decisions of the department/office and their outcomes?
  3. Would the records be useful to somebody researching the history of the department/office?

Transfer records to the College Archives regularly, preferably on an annual basis, but no less than every 5 years. Follow the transfer procedure on the Records Management website.

Instructions for transferring recordsRecords with archival valueRecords with no archival value

Types of records with archival value

The following is a general, non-inclusive list of College records that should be transferred to the Archives. For specific guidance, including details by division/department, please consult the retention schedules (requires CamelWeb login) for records denoted as permanent. 

  • Articles of Incorporation
  • Annual reports
  • Policy statements
  • Program assessments—accreditation records, external reviews, self-studies
  • Reports, surveys, planning documents
  • Handbooks/procedure manuals and guidelines
  • Significant correspondence about policy, programs, and major events; includes related files and attachments
  • Meeting agendas, minutes, reports of faculty, staff, advisory, and other committees or groups
  • Grant applications (successful only) and reports
  • Publications and publicity materials—newsletters, brochures, pamphlets, press releases, newspaper clippings, posters/flyers, event programs
  • Celebration and special event records
  • Curriculum documentation—course planning documents, program proposals, course/major changes, syllabi
  • Faculty/staff documentation—planning and hiring justification documents, CVs, photographs
  • Photographs, slides, audio-visual materials—must be identified at least with date and event

Types of records with NO archival value

  • Operational records related to routine activities—invoices and receipts, work and purchase orders, room reservations, etc.
  • Routine correspondence
  • Student records—grades, evaluations, disciplinary actions, papers or projects EXCEPT Honors papers and SIPs/Capstone projects with written permission of the student (contact the Archivist for details)
  • Personnel records—contracts, evaluations, disciplinary actions, etc.
  • Unidentified photos or audio-visual materials
  • Blank stationary, forms, envelopes, etc.
  • Published items not published by or about the department or College