Archives and Special Collections provides records management support to College offices and departments. Staff assist in identifying records of enduring historical and administrative value, and the Archives provides long-term storage and retrieval of college records.
A college record is any recorded information which is created, received, used, or filed in the course of official college business. Records are not necessarliy paper items - they may reside on a personal computer, on a server or network, on disks or CDs, or on microfilm. Photographs, audiotapes, videotapes, and college memorabilia are also considered official college records.
Archives and Special Collections is pleased to provide records management guidance to the F&M community, offering advice on what to keep as well as when and how to transfer records to the Archives.
If you have any questions concerning records management at Franklin and Marshall College, or the transfer of archival records, please contact Christopher Raab, Archives and Special Collections Librarian, at x4225, or email at firstname.lastname@example.org
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:
Records which are not commonly retained by the Archives, but which may be retained by the office or origin, include:
Items which may be discarded directly from the office of origin when they are no longer necessary include :
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 email@example.com
For information regarding the transfer of permanent records, please consult the Transfer Guidelines.
Before transferring materials to the Archives, please consult the Records Retention Guidelines. 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.
Please follow the directions outlined below in preparing your department's records for permanent transfer:
If you have additional questions concerning the transfer of archival records, please contact Christopher Raab, Archives and Special Collections Librarian, at x4225, or email at firstname.lastname@example.org
Archives and Special Collections also collections records created in digital form. Records may be transferred from the original storage media (hard drive, CD, etc.) or, for records in Google Drive, shared with the Archives through a "view only" link. Contact the Digital Initiatives Librarian at email@example.com to determine the a plan for transferring your digital records.