Historical State (University History)
Ask the Archivists
Browse Archival Holdings
WolfWalk (Historical Campus Tour)
Historically Stated (Special Collections blog)
University Archives Home
Special Collections Home
Guidelines on the Value of Records
Records, both paper and electronic, are created daily in campus offices and
departments. The majority of these records are intended for a specific purpose
and require only short-term retention. Other records, such as files on grants
or extended projects, may be active for longer periods. Within both types of
records, some files will continue to have legal and historical value for documenting
the activities of the university beyond their original purpose. Please consult
the approved schedules for
retention and disposition periods of certain individual record types. A list
of records to be transferred to the University Archives has been created as
a quick reference.
Other guidelines for determining records of permanent, historical, or archival value include the following:
- Records of the offices of the Chancellor, Vice-Chancellors, and Deans. These records include all statements of policy, reports, correspondence, speeches, committee minutes, publicity materials, business files, and memoranda (including email as appropriate
- Records from administrative and academic offices: correspondence, annual reports, final grant reports, self-study reports, policy statements and planning documents, symposium or colloquium files, newsletters and publications.
- Faculty meeting minutes.
- University publications - Catalogs, newspaper, yearbooks, literary magazines, newsletters, brochures, programs, posters.
- Films, recordings, tapes, and photographs produced by the University, including samplings of such records done as part of teaching programs.
- Course syllabi.
- Web sites of university offices.
- Faculty and staff publications.
- Student organization records: minutes, publications, photographs.
If you have any questions concerning the permanence of records, contact the University Archives.