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University Policies - Section III
Official University records are considered all documentary materials, regardless of physical medium or characteristics, generated or received by the various administrative offices and academic departments of the University in the conduct of their business, regardless of the form in which they are created and maintained. Such records are considered the property of the University and constitute archival material. Consequently, archival material consists of documents containing historical evidence or any records containing evidence and information about the University's history, organization, function, and structure. The Archives thus constitutes the official memory of the University and represents the accumulated experience of its members.
Non-official records are considered all documentary materials, regardless of physical medium or characteristics, that are not necessarily generated by or at the University, yet enhance and contribute to the University's various academic, technical, and technological areas of study and interest.
Records commonly transferred to the Archives include:
1. Constitutions and by-laws, minutes and proceedings, transcripts, lists of officers of University corporate bodies;
2. Office Files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities, and functions;
3. Financial records reflecting the status of University funds, including but not restricted to annual budget submissions, annual financial statements, and general ledger reports;
4. Historical files documenting policies, decisions, committee and task force reports, and questionnaires;
5. Publications: one record copy of all newsletters, brochures, journals, monographs, programs, posters, and announcements issued by the University or its subdivisions. The Archives should be placed on University, departmental, and office mailing lists to receive all publications;
6. Audio-Visuals: photographs and negatives, maps, plans, films, sound and video recordings, microforms, and miscellaneous media depicting general university life;
7. Reports of external bodies about University operations, accreditation, audits, etc.;
8. Academic program materials: curricula, feasibility studies, and class schedules;
9. Records and minutes of student organizations and University-sponsored associations, including social and civic groups;
10. Artifacts and memorabilia: material of significance to the history of the University and manageable in physical size and condition.
Note: All information formats (e.g. published, typescript, audio-visual, and electronic data such as computer disks and files) are appropriate for consideration for transfer. For documents in formats requiring any form of machine intervention, such as videotapes, kinescopes, etc., and all computer files, consideration should be given for transferring the equipment needed to access the documents or, preferably, converting the documents to a format accessible to the Archives' users. Early consultation with the Archivist is strongly recommended for all such materials.
Records which generally should not be transferred to the Archives, but schedule for disposal after consultation with the Archivist include:
1. Records of specific financial transactions;
2. Routine correspondence of transmittal and acknowledgment;
3. Non-personally addressed correspondence such as memoranda (except for one record copy from the issuing officer);
4. General administrative and management files;
5. Student academic and employment records;
6. Requests for publications or information after the requests have been filed;
7. Replies to questionnaires if the results are recorded and preserved either in the Archives or in a published report.
Items which may be discarded directly from the office when they are no longer needed for administrative purposes include:
1. All blank forms and unused printed or duplicated material;
2. All other duplicate material: keep only the original and annotated copies; 3. Papers, reports, working papers, and drafts which have been published;
4. Miscellaneous candid visual and audio materials.
Note: This list is intended as a general guide. If there are questions about records or other material not listed here or questions about the retention and disposal of specific records, please contact the Archivist.