Records Management

Overview

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.

Services

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.

Record Retention Guidelines Record Transfer Guidelines

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 christopher.raab@fandm.edu

Record Retention Guidelines for College Records

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 christopher.raab@fandm.edu

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

WHEN IN DOUBT, DON'T THROW IT OUT!

Record Transfer Guidelines for Non-Current Office Records

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:

Paper Records

Call and order acid-free boxes from the College Archives x4225 or x4433, or email the Archives with your request. Please estimate 2/3 of a standard file drawer per box. Archival boxes can accomodate both letter and legal size folders.
Please maintain the original order of all documents, and indicate the total number of boxes when finished (e.g. 1 of 5, 2 of 5, etc.).
Inventory each box by listing the title of each folder. Place the inventory in the box, and email a copy to the Archives. Remember to keep a copy of this document for your records.
Please arrange for the transfer of records via Facilities and Operations and inform Archives staff so we can anticipate the delivery of your records.

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 christopher.raab@fandm.edu

Digital Records

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 brianna.gormly@fandm.edu to determine the a plan for transferring your digital records.