Identifying Office Files to Transfer to Archives
IDENTIFYING ARCHIVAL MATERIALS IN YOUR FILES
The following is a list of materials that have archival significance in documenting the history, development, and major activities of Middlebury College. Theses types of records are important for maintaining a complete record of the past and can inform the work done in future. These files should be maintained in each office until/whyen they are transferred to the Archive. Remember that this list is general: each office should identify and maintain materials that meet its specific need and documents its activities.
- Annual Reports
- Minutes of department of committee meetings, whichever is appropriate to the
- office
- Policy statements and related documents
- Materials documenting name changes, organizational or structural changes of and
- within the department
- Major planning documents
- Histories of the department/organization
- Curriculum/organizational related materials such as syllabi, records of innovative
- programs, or major changes in programs
- Major reports produced by the department and associated committees
- Departmental publications
- Final grant reports
- Administrative correspondence
- Procedures (until superseded) Do we want to keep things like this? DR
- Inventories/catalogs
- Photographs and memorabilia
The following materials have no value after they serve their initial purpose and are considered duplicates and extraneous records. They should not be accessioned in administrative files.
- Supplies
- Large amounts of duplicate materials
- Reproduction materials such as stencils
- Routing slips or telephone message slips
- Publications and printed materials from non-college agencies that have no
- administrative value
- Routine letters, memos, and notes that contain only timely information such as
- meeting dates and times
- Notes and preliminary working papers and surveys once a document or project is
- completed, unless they contain additional information
- Scraps
- This page was last edited on 23 August 2013, at 13:44.
- Privacy policy
- About Library & ITS Wiki
- Disclaimers