The College Archives serves as the institutional memory of the College by preserving a variety of records and materials. When allowed to accumulate in closets, basements, and corners, records are inaccessible and can easily be lost or destroyed. But, if records of permanent historical, administrative, fiscal and/or legal value are transferred in an orderly way, the College Archives can provide safe storage, quick retrieval of files when needed, and assistance with information or research requests. Other advantages to offices and departments transferring records include reduced need for storage space, less time spent on servicing non-current files, and lower supply and equipment costs.
Broadly stated, the Archives accepts records documenting College activities, functions, decisions, and/or policies and programs (both adopted and rejected), provided the records are not in active use by the office creating them. Desirable records include, but are not limited to:
Please note that the above list is intended as a general guide. If there are questions about records not listed here, please contact the College Archivist.
There are a number of steps to be followed when preparing and sending records to the Archives.
Special handling or restrictions for confidential material should be discussed with the College Archivist before any such material is sent to the Archives.
Confidential or restricted material should be removed from the file and placed in a folder with the same label as the original. If the entire contents of a folders are restricted, remove the whole folder.) The new folders should be marked "Restricted"and placed together at the end of the material being transferred.A divider should indicate the start of the restricted records.
Dean's Office, School of Arts and Sciences
Jane Doe, Secretary - April 2000
Page 1 of 5
BOX 1 of 10 - Alphabetical Subject Files
Academic Council, 1968-1973 (4 files)
Academic Vice President, 1973-1977 (7 files)
Academic Vice President Search Committee, 1973-1974
Admissions , 1974-1976 (4 files)
Admissions Annual Report, 1976
The same principles--legal, fiscal, evidential, historical--apply to both paper and electronic records.
E-mail messages, sent and received, are evidence of the College's decisions, business transactions, and activities. As such, they are official records. For e-mail sent by College employees, the official copy is the creator's original message. For e-mail received by a College employee, the official copy is the one received by the primary addressee. In cases when e-mail has been replied to multiple times, the official copy is usually the last one if all the previous messages are included.
The content of an electronic communication determines its status, just as it does when the communication is transmitted on paper. A complete copy of names and e-mail addresses for group distribution lists should be retained for legal and historical purposes. The header, including subject, date created, sender, and recipients, is considered part of the record.
Affirmative answers to the following tests indicate that an e-mail is a record:
Examples of e-mail that are records include:
E-mails generally not considered records include: