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University Business Records

It's always best to refer to the University's retention schedule, and to consult with the University Archivist if you are in doubt about what to keep.

General tips for keeping your archives (the first four apply to digital records, too!)

  1. Label your materials with full names, dates, and descriptions of events or circumstances.
  2. Keep your records together in one central place. Assign a member to be secretary every year and have them pass information to a successor annually.
  3. Develop a straightforward filing system that works for your organization. There's no one best way to do this.
  4. Store your records away from dampness, dust, excessive heat, and sun.
  5. Avoid using paper clips and rubber bands. If you have documents that need to be kept together, use stainless steel staples or plastic clips.

Records commonly transferred to the Archives include:

  1. Minutes and proceedings;
  2. Office Files: correspondence, memoranda and subject files concerning activities and functions;
  3. Historical files documenting policies, decisions, committee and task force reports, questionnaires;
  4. Publications: one record copy of all newsletters, brochures, programs, posters, and announcements issued by the college or its subdivisions; the Archives should be placed on mailing lists to receive all future publications;
  5. Audio-visuals: photographs, films, and sound and video recordings

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.

Records which generally should not be transferred include:

  1. Records of specific financial transactions;
  2. Routine letters of transmittal and acknowledgement;
  3. Duplicate and blank forms;
  4. All other duplicate material: keep only original copy and annotated copies;
  5. Papers, reports, working papers and drafts, which have been published;
  6. Requests for publications or information after the requests have been filled.