Transferring Records

The College Archives is the repository for all non-current, inactive official College records that have sufficient value to warrant their preservation. The following guidelines do NOT replace the requirements of the College's legal records retention policy. Records retained for legal requirements may or may not be records recommended for transfer AFTER the legal retention period as expired.

Records commonly transferred to the College Archives include:

1) Constitutions and by-laws, minutes and proceedings, transcripts, lists of officers of College corporate bodies;
2) Office files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities and functions;
3) Historical files documenting policies, decisions, committee and task force reports, questionnaires;
4) Publications: one record copy of all programs, journals, monographs, newsletters, brochures, posters, and announcements issued by the College or its subdivisions; the Archives should be placed on College, departmental, and office mailing lists to receive all future publications;
5) Audio-visuals: photographs, films, and sound, video and other recordings;
6) Personal papers of students, faculty and staff which relate to the College’s work.

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 materials;
2) All other duplicate material: keep only the original copy and annotated copies;
3) Papers, reports, working papers and drafts, which have been published.

Transfer Procedure:

1) Complete the Records Transfer Form
2) Materials should be organized in the order in which the records’ creator maintained them.
3) Place materials in manila folders (or secure together using another method)
4) Label each folder (or place a separate piece of paper on top of each section) indicating:
-- Title of the section
-- Date span or alphabetic span, if applicable
5) If more than one box is being transferred, number the boxes in pencil.
6) IMPORTANT: Confidential/Restricted Materials
-- Confidential or restricted materials should be removed and placed in a folder with the same title as the original.
-- Clearly mark the folder as confidential or restricted.
-- On the Records Transfer Form, indicate who can view these materials
7) Contact the College Archivist to schedule a time to transfer the records.

If there are questions, please contact the College Archivist, Maria Kessler McShane, 519.454.5190