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Transfer Guidelines for Non-Current Office Records

The University Archives is the repository for non-current, inactive university records that have sufficient historical value to warrant their preservation.  University records are all documents produced or received by any agency, officer, or employee of the university in the conduct of its business.  Documents encompass all forms of recorded information.  Records commonly transferred to the Archives include:

  1. Constitutions and by-laws, minutes and proceedings, transcripts, lists of officers of University 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 University 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 and video recordings;
  6. Personal papers of students, faculty, and staff which relate to the university's work;
  7. Campus artifacts and memorabilia.

Records which should not be transferred include:

  1. Records of specific financial transactions;
  2. Routine letters of transmittal and acknowledgement;
  3. Non-personally addressed correspondence such as Deans' and Directors' memoranda (except for one record copy from the issuing officer);
  4. Requests for publications or information after the requests have been filled;
  5. Replies to questionnaires if the results are recorded and preserved either in the Archives or in a published report;
  6. All blank forms and unused printed or duplicated materials;
  7. All other duplicate material: Keep only the original copy and annotated copies;
  8. Papers, reports, workpapers and drafts, which have been published.


Materials should be transferred in the order in which the records' creator maintained them.  A letter briefly identifying the material and describing the activity to which it relates should accompany the transfer.

The list intended as a general guide.  If there are questions about records not listed here or questions about retention or disposal of specific record series, please contact the University Archives at (909) 869-2087.

WHEN IN DOUBT, DO NOT THROW IT OUT!

 

University Library Special Collections
Bldg 15 room N432 •  909-869-2087 • kaerickson@csupomona.edu