As we move closer to the end of the semester, it may be a good time to review your records and determine what you should keep in your office or transfer to the Archives in preparation for next year.
The Records Management Program is happy to accept transfer of both temporary and permanent records in paper format. We also accept transfer of permanent records in electronic format. Both permanent and temporary records can be sent to the Archives through our transfer process.
Permanent records have important historical value to the university and may include items such as meeting minutes, videos, reports, presentations, speeches, photographs, scrapbooks, and organizational histories. These records will be processed by the Archives and eventually become part of the University’s historical collection.
Temporary records need to be retained for a specific period of time, and then can be destroyed once the retention period is met. Retention periods are set by the University’s records retention schedules. Please review the schedules for these retention periods. Temporary records sent to the Archives for storage will be retained until the end of their retention period; the Archives will then contact your office for approval to destroy the records. You may also destroy eligible temporary records in your office by completing and submitting an in-office records destruction form. Temporary records may include documents such as fiscal documents, student files, personnel files, search committee documentation, and general files.
If it has been a while since you have transferred records to the Archives, don’t worry. The Records Management program has developed three new video tutorials to assist you with records management forms and procedures.
These new videos cover three important topics:
- Sending Records to the Archives
- How to Fill Out the Transmittal Form
- Using the In-Office Destruction Form
These videos can also be found on the Archives website.
Whether you are new to the records management process or simply need a refresher, these tutorials will provide you with detailed instructions for completing key records management processes.
For additional information on transferring records to the Archives, please review the Archives website. You may also contact the University Archives at email@example.com or 517-355-2330 for assistance.
Written by Hillary Gatlin, University Records Manager