W.U. Records Retention Schedule

Types of Records to Transfer University Archives

Records are sent to an archive because they are of long-term, historical value, but are not needed for day-to-day administration. As a rule, send the University Archives the significant and unique records that were generated or received by your office. Records are usually significant and have enduring value if (for example) they document policy development and precedents, major projects, or university rights and responsibilities, or if their subject matter caused considerable comment on campus or in the media, or if they have been vital to the operation of your office.

Materials that are appropriate for transfer to University Archives include:

• Correspondence and subject files of the Dean, Director or Chair.
• Publications, such as newsletters and annual reports.
• Records of program or curriculum development.
• Departmental minutes; committee minutes and reports.
• Self-studies, histories, and accreditation reports.
• Records about symposia and special projects.
• Records about cooperative efforts with other institutions.
• Records about relationships with government, business, or industry.
• Photographs (if identified). (Note: If your office has copies of photographs taken by the W.U. Photo Services Dept., you do not need to send these - we already get them from Photo Services)

Records not eligible for transfer

• Transactional records such as leave requests and purchase orders are not usually of long-term value.
• The Archives does not have space for reprints, bulky artifacts, or more than two copies of reports and publications.
• Routine correspondence (for example, requests for course information and acknowledgments) is generally not valuable.
• Records related to personnel matters (e.g. applications and supporting material, resumes, evaluations, records of interviews, etc.). Disposition of faculty and staff personnel records should be coordinated with the Human Resources Office (Faculty Records: x5-5158; Staff Records: x5-5949)
• Student records (including applicant files). Disposition of student records should be coordinated with the Student Records Office.

For more information about how long to keep non-permanent records, see the university's records retention schedule

Guidelines for packing your records

• Boxes: Boxes should be letter size on one size, legal on the other. The Paige Company makes a box known as the "Miracle Box" which is excellent for transferring records. 1-800-662-6937; ask for the #15 Miracle Box.
• Please do not send us records in hanging files - they take up space and add weight (if possible, please do not send files in three-ring binders, for the same reason). Records should be in folders (manila folders are fine) and clearly labeled.
• Do not use rubber bands on folders; they rot and leave stains.
• Pack the items rather loosely in the box -- do not overstuff.
• Attach a sheet of your letterhead to the box cover, with the date and name of a contact person, and label it "To University Archives."

If you have any questions, feel free to contact the University Archivist at x5-9730.

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