Record Keeping Procedures
Documents recording the development and implementation of University policy and the fulfillment of its mission are essential to the performance of the University and for providing an accurate reflection of the activities and accomplishments of the institution. Thus, all University administrators, offices, committees, and organizations have a responsibility, in cooperation with the Andrews University Archives, to maintain records properly.
These offices, committees, and organizations include, but are not limited to, the following groups:
Confidentiality of all records is essential, while some records are sensitive in nature. The Archives preserves confidentiality in multiple ways:
- Central Administration, including the Board and the Offices of the President, Provost, and Vice-Presidents, including the Associate and Assistant Vice-Presidents
- Colleges, schools, and divisions, including the Deans and Associate and Assistant Deans
- Departments, institutes, administrative offices, libraries, museums, and centers, including the chairs, directors, curators, faculty, and staff
- Committees, at all levels of the institution, standing or ad hoc types. Committees are established to accomplish a specific task or set of tasks within the University system. Some committees, such as a department faculty, oversee a specific campus office or department. Others address campus-wide issues and tasks. All documents generated by committees are crucial to the understanding of the academic and administrative mission of the University and its various entities. These documents are important reference documents for future administrative activities.
- Student organizations, University-wide and departmental: academic, governance, honors, or social. Chairs and sponsors or all student organizations are encouraged to invite the Archivist to discuss with them the creation, maintenance, transfer, and archival retention of records.
Responsibility of the Office or Entity Generating Records
- Records are stored in archival quality, acid-free boxes, labeled only with a number. A finding aid identifies the contents of each box. The finding aid is open only to Archives staff.
- Records identified by the office of origin or the University Archivist as sensitive in nature (e.g., search and personnel-related review committees and student or personnel disciplinary records) are maintained as closed records, not to be opened to public access.
- Some records, especially patient and mental health client records, are managed entirely by the office of origin in compliance with state and federal laws.
Each office should designate a faculty or senior staff member to act as records coordinator. For committees, the chair or secretary should act as a records coordinator.
- The records coordinator should maintain regular communication with the Archives and ensure that files are managed in harmony with established record retention schedules, and in such a way as to promote the orderly transfer and/or disposal of inactive records. Records coordinators should consult with the University Archivist if they have questions about the value of specific records for the Archives.
- Records coordinators should initiate and coordinate the regular transfer of records to the Archives. Appendix 2 contains instructions for maintaining, boxing, and transferring records to the Archives. Forms for records transfer are available on the University Archives website, http://www.andrews.edu/archives/.
- All activities of special purpose committees should be documented and those records be transferred to the Archives at the completion of the committees= task by the chair or secretary.
- In recognition of the sensitive content of some records (e.g., search committees, disciplinary records), the University Archivist should be consulted with any questions about the value of specific records for the University Archives.