Middlebury

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  • Procedures (until superseded) Do we want to keep things like this?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