The University Archives was established in 1963 as the repository for all non-current, inactive official records of all University administrative and academic units. Under the provisions of Article VI, Section 4 of the General Rules Concerning University Organization and Procedure, the Archives preserves and makes these documents available to university units, as well as students and scholars to aid in research on the history of the institution and on the development of academic disciplines. The records of the University provide a rich source for historical research and support current administrative needs. The following guidelines will assist faculty and staff in identifying those portions of their files that are appropriate for transfer to the Archives.
The University Archives requires that all office files transferred to the Archives be accompanied a transfer list stored as a wordprocessing or text file. Handwritten lists will not be accepted. Because of staffing and space limits, it is necessary to consult with the Archives in advance of any records transfers one file drawer or larger to ensure that the material is appropriate and in a condition for archival retention.
(See separate Guidelines for Transfer of Personal Papers.)
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, and all computer files, consideration should be given to 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 encouraged for all such materials.
Materials should be transferred in the order in which they were created and maintained in the campus office. A letter briefly identifying the material and describing the activity to which it relates should accompany the transfer.
The list is intended as a general guide If there are questions about records not listed here or questions about the retention or disposal of specific record series, please telephone the University Archivist, at 333-0798, or e-mail the Archives at firstname.lastname@example.org.