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Official College Records

CVM offices and departments play an important role in the documenting of the history of the College. We rely on you to maintain detailed records about the activities and accomplishments of your units. Once records deemed worthy of permanent retention are no longer in current use by the unit, they should be transferred to the College Archives. Transfer does not mean that units can no longer access the material, just that they are being stored and cared for in ways that ensure permanent preservation and availability. Nor does transfer mean the records are immediately open to public scrutiny. Access can be limited to the office of origin for a designated period of time where appropriate. Listed below are guidelines that will assist you in deciding what to transfer.

Please contact the Archives Coordinator:

What is Wanted

  • Annual reports
  • Material concerning policies/programs that were developed or perhaps changed (including grant reports)
  • Publications such as programs, journals, newsletters, brochures, posters and announcements issued by the unit
  • News clippings about the unit
  • Correspondence - incoming and outgoing [e-mail in hard copy, please]
  • Curricula, syllabi, and other classroom material
  • Meeting minutes
  • Summary financial records, e.g. annual financial reports, general ledgers, etc.
  • Audio-visual materials, e.g. photographs, videos, tapes, slides, etc.

What is Generally NOT Wanted

  • Personnel files, including tenure review files - restricted by University policy and law
  • Student records, e.g. grade sheets - restricted by University policy and federal law
  • Routine financial records, e.g. invoices, check stubs, etc.
  • Routine University materials, administrative mailings from other units
  • Duplicates.

Questionable

  • Reprints - unless not readily available elsewhere
  • Subject clipping files (as opposed to biographical files), unless they are annotated
  • Raw Data from grant projects would need to be reviewed with the University Archivist

Confidentiality and Restrictions

  • Records can have restrictions on access or use.
  • Restrictions must be generic and not apply to a particular class of people.
  • Restrictions with time limits are very much preferred, e.g. 20 years from date of creation or 20 years from date of transfer