Records to be Retained

The following types of records generated in many University offices or entities should be maintained and kept for office needs and ultimately transferred to the University Archives.

Published Materials

Usually produced by your office.  Send two copies to the University Archives when published or at the end of each year.

  • Books
  • Brochures/leaflets
  • Bulletins
  • Manuals
  • Periodicals
  • Promotional items
  • Workshop materials


Unpublished Materials

Produced  or created by your office.  This is often the main body of records created and kept in your office.  Follow the applicable records retention schedule.  When the time comes, transfer the complete sets to the University Archives.

  • Case or reference files
  • Correspondence
  • Histories
  • Itinerary and conference reports and other kinds of reports
  • Manuals, procedures, policies
  • Minutes of committee and faculty meetings
  • Planning records
  • Reports and records of the work of the office
  • Student records and files
  • Study papers
  • Subject or topical files
  • Syllabi and related course materials


Audio-Visual Materials

Produced by your office.

  • Photographs, slides, and digital images
  • Sound or video recordings
  • Laser disks
  • CDs, DVDs
  • Other formats


Data Processing Records

  • CDs and DVDs
  • Other electronic media

This list is not meant to be all inclusive, but provides an idea of the types of records that the University would like to see properly managed by the University Archives program.  Check the general records retention schedule or contact the University Archivist with any questions.