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• Procedures (until superseded) Do we want to keep things like this?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