Middlebury

Difference between revisions of "Identifying Office Files to Transfer to Archives"

(Created page with "'''IDENTIFYING ARCHIVAL MATERIALS IN YOUR FILES''' The following is a list of materials that have archival significance in documenting the history, development, and major act...")
 
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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.
 
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
 
* Annual Reports
* Minutes of department of committee meetings, whichever is appropriate to the  
+
* Minutes of department of committee meetings, whichever is appropriate to the
 
* office
 
* office
 
* Policy statements and related documents
 
* Policy statements and related documents
* Materials documenting name changes, organizational or structural changes of and  
+
* Materials documenting name changes, organizational or structural changes of and
 
* within the department
 
* within the department
 
* Major planning documents
 
* Major planning documents
* Histories of the department/organization
+
* Histories of the department/organization
* Curriculum/organizational related materials such as syllabi, records of innovative  
+
* Curriculum/organizational related materials such as syllabi, records of innovative
 
* programs, or major changes in programs
 
* programs, or major changes in programs
 
* Major reports produced by the department and associated committees
 
* Major reports produced by the department and associated committees
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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.
 
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
 
* Supplies
 
* Large amounts of duplicate materials
 
* Large amounts of duplicate materials
 
* Reproduction materials such as stencils
 
* Reproduction materials such as stencils
 
* Routing slips or telephone message slips
 
* Routing slips or telephone message slips
* Publications and printed materials from non-college agencies that have no  
+
* Publications and printed materials from non-college agencies that have no
 
* administrative value
 
* administrative value
* Routine letters, memos, and notes that contain only timely information such as  
+
* Routine letters, memos, and notes that contain only timely information such as
 
* meeting dates and times
 
* meeting dates and times
* Notes and preliminary working papers and surveys once a document or project is  
+
* Notes and preliminary working papers and surveys once a document or project is
 
* completed, unless they contain additional information
 
* completed, unless they contain additional information
 
* Scraps
 
* Scraps
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 +
[[Category:Special Collections]]

Revision as of 15:50, 1 May 2013

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
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