Retention Guidelines for College Records

Archives and Special Collections is the repository for non-current, inactive, official College records that have sufficient historical and administrative value to warrant their preservation. Records commonly retained by the Archives include:

  • Constitutions and by-laws, minutes and proceedings, lists of officers of College corporate bodies.
  • Office files : including correspondence and memoranda (incoming and outgoing) and subject files concerning projects activities and functions
  • Historical files documenting policies, decisions, committee and task force reports, questionnaires.
  • Publications : one copy of all programs, newsletters, brochures, posters and announcements issued by the College or its subdivisions. The Archives should be placed on College departmental and office mailing lists to receive all future publications.
  • Audio-visuals : photographs, films, sound and video recordings.
  • Personal papers of students, faculty, and staff which relate to the College's work.

Records which are not commonly retained by the Archives, but which may be retained by the office or origin, include:

  • Records of specific financial transactions.
  • Routine letters of transmittal and acknowledgement.
  • Non-personally addressed correspondence such as "Dean's and Directors" memoranda (except for one copy from the issuing office).
  • Requests for publications or information after the requests have been filled.
  • Replies to questionnaires if the results are recorded and preserved in the Archives or in a published report.

Items which may be discarded directly from the office of origin when they are no longer necessary include :

  • All blank forms and unused printed and duplicated materials.
  • All other duplicate material; keep only the original copy and annotated copies.
  • Papers, reports, working papers and drafts which have been published.

Digital records stored on Google Drive, hard drives, CDs, tapes, or other media can be deposited in the archives. While the Archives is working to develop a digital preservation program, it currently only takes responsibility for storing and documenting digital records.

This list is intended to be a general guide. If there are questions about record types not listed here, please contact Christopher Raab, Archives and Special Collections Librarian, at x4225, or email to

For information regarding the transfer of permanent records, please consult the Transfer Guidelines.



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