Guidelines on 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 are only needed for a short period of time. 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 College beyond their original purpose.

Records of permanent historical and archival value to the College include:

1. Primary papers of the President, Vice Presidents, and Deans' offices. These records include all statements of policy, reports, correspondence (other than routine thank yous and acknowledgements), speeches, committee minutes, publicity materials, business files, and memoranda (including email as appropriate).
2. 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.
3. Faculty meeting minutes.
4. College publications - Catalogs, newspaper, yearbooks, literary magazines, newsletters, brochures, programs, posters.
5. Films, recordings, tapes, and photographs produced by the College, including samplings of such records done as part of teaching programs.
6. Course syllabi.
7. Faculty and alumni publications.
8. Student organization records: minutes, publications, photographs.