The University Archives shall
be the official repository for all non-current,
inactive records of the University. Noncurrent,
inactive records are defined as those records
which are no longer required for the day-to-day
operation of any particular office but must
be retained for legal, fiscal, research or administrative
purposes, yet are so rarely used as to no longer
justify their maintenance in office space and
equipment. All non-current, inactive records
of historical, research, administrative, and
legal value shall be deposited in the University
Archives. The University Archives shall be the
central location of all such documents.
University records are defined
as all documents, regardless of form, produced,
received, and kept by any agency, officer, or
employee of the University in the conduct of
its business. Records produced or received by
any agency or employee of the University in
the transaction of University business become
University property and subject to University
policy for retention/disposal, access, and publication.
Records produced or received by faculty or staff
in administrative and University committee service
capacities are also considered University records.
The University Archivist shall
be responsible for the administration, determination
of value, use, preservation, storage, and disposition
of the inactive and archival records. The University
Archivist, through standard archival theories,
practices and procedures, shall be responsible
for collecting, organizing, preserving, and
providing access to those records which are
of enduring value.
All University publications
shall also be deposited in the University Archives.
This includes photographs, videos/films, student
publications, newsletters, announcements, or
any other publication by the University.
Departments should contact
the University Archives before transferring
their inactive records. A Records Transfer Form
will be provided to the departments and should
be completed by the departmental staff when
the records are to be transferred to the University
Archives. The Archives may also make special
requests for material that is judged to be significant
for its disposition. Departments should consult
the University Archivist before they dispose
of any records no longer used by that office
