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Transfer Guidelines for Records of Student, Faculty, and Staff Organizations

The University Archives is the repository for the non-current records of the university as well as for related organizations in the campus and community. The Archives functions as a research center on the history of the institution and the activities of its students, faculty, staff, and alumni. The records of students, faculty and staff organizations form an important part of the campus's historical legacy. The following guidelines will assist members of organizations in identifying those portions of their files that are appropriate for preservation in the University Archives.


Items to be transferred include:

  1. Official records: constitutions and by-laws, minutes and proceedings, transcripts, lists of officers and members;
  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, survey data;
  4. Publications: one record copy of all programs, journals, monographs, newsletters, brochures, posters, and announcements issued by the organization or its subdivisions; printouts of official web pages;
the Archives should be placed on the mailing list to receive all future publications;
  5. Audio-visuals: photographs, sound and video recordings, and films;
  6. Personal papers of members which relate directly to the organization's work;
  7. Charts and maps;
  8. Artifacts and memorabilia.

Records which should not be transferred to the Archives include:

  1. Records of specific financial and membership transactions;
  2. Letters of transmittal where the date and routing information is on the document transmitted;
  3. Requests for publications or information after the requests have been filled;
  4. All blank forms and unused printed or duplicated materials;
  5. All duplicate material: keep only the original copy and annotated copies;
  6. Papers, reports, work papers and drafts, which have been published;
  7. Replies to questionnaires if the results are recorded and preserved either in the archives or in a published report.

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

This 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 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 • dcadamson@csupomona.edu