The Archives & Special Collections

Electronic Records

Please contact the Archives to arrange for an electronic records transfer.

Physical Records

1. Arrange files in boxes in the order in which they were arranged in your file drawers. 
2. Inventory each box for its series or file titles. Include dates and correct identification of material (papers, compact discs, etc.). Mark if restricted access. 
3. Insert one copy of the inventory in the first box and retain one copy for your files. 
4. Place a work order with Facilities Management to have boxes moved to the College Archives.

The following is not an exhaustive list. Should you identify any records in your department or office that you think might be permanent, please see the General Records Retention Schedule.

Do Transfer

1. Primary papers of the President, Provost, Vice-Presidents, and Deans’ offices
2. Departmental publications: newsletters, newspaper, yearbooks, literary magazines, brochures, posters, and course syllabi
3. Correspondence pertaining to major events in the history of your department or office. Photographs, slides, films, audio or video tapes. (Important: Please document audio-visual materials. Include names of events and persons involved, title of the work, names of the creators, location and date)
4. Faculty, staff, alumni and student publications: authored monographs, reprints, offprints, honors and/or master's theses
5. Annual reports (President’s and Deans’ Offices)
6. Budgets and Expenditures (Treasurer’s Office)
7. Minutes: Trustee, faculty, committee, and department meetings
8. Correspondence with alumni
9. Student organization records: minutes, publications, and photographs
10. Building records, blueprints, and photographs

Do Not Transfer

1. Purchase orders, office supply orders
2. Travel vouchers
3. Expense reports
4. Service requisitions
5. More than two copies of each item