QUESTION: How can I decide what should be saved for the Archives and what should be thrown away?

ANSWER: Guidelines have been prepared to assist both administrators and secretaries in knowing what records are of permanent historical value. In general, documents or correspondence that (1) deals with or explains policy, (2) gives special counsel, (3) deals with administrative or personnel problems, or (4) illustrates the how or why of your office's functions is of permanent value.

QUESTION: We have some very old records and I feel I should go through them to condense and "weed" them before sending them to the Archives and Records Center, but I don't have time and I don't know what to take out and what to leave in.

ANSWER: An Archives and Records Center staff member can assist you in carrying out proper sorting procedures; however, it is better to transfer files the way they are than to "weed" without the proper background, possibly destroying potentially valuable records. Please call the Records Center if you have any questions or need help.

QUESTION: Shouldn't the head of the unit go through the files before they are transferred to the Archives and Records Center?

ANSWER: Usually not. Those who have been working with the records may not have the objectivity to evaluate their future archival value. Professional archivists state that the selection of records for historical preservation must be handled by the archivist. The Archives and Records Management Committee also has guidelines for preservation of records.

QUESTION: Shouldn't we save out sensitive records?

ANSWER: No. The only criterion for "saving out" records is the frequency of need to refer to them. If you refer to them once a month or more do not transfer them to the Archives and Records Center. Sensitive records should be discussed with the Archivist and clearly marked or listed, but they must not be removed from their place in the file prior to transfer. The Records Center staff will remove them later. Under the policies of the Archives and Records Center, no other office has access to your records without your permission. Remember, all material produced in the line of work at Andrews University belongs to the organization. You do not have the freedom to hold back or destroy anything of this kind without prior authorization from the Archives and Records Management Committee.

QUESTION: What assurance do we have that private and/or sensitive materials will not fall into the wrong hands?

ANSWER: Until the date specified on the retention schedule for your unit, records are kept in the Records Center. ONLY the office of origin will have access to them. Your records will receive the same care as those from the President or other officers.