University Archives: Transferring Administrative Records
- Do my department's records belong in the Archives?
- Examples of archival records
- Examples of non-archival records
- How do I transfer my department's archival records?
- How do I access my department's archival records?
Records produced by an employee in the course of University business are the property of the University. The Regents have charged the Records Management Coordinator and the University Archivist with deciding how to dispose of these records when the department is no longer actively using them.
Archival records document the history, policies, and procedures of the Irvine campus. Their retention, preservation, and accessibility to support UCI's commitment to instruction, research, and public service. Many records designated as permanent and/or archival are unique (i.e., only one copy exists). The Archives does not collect all university records, but, rather, primarily those records documenting the university's decision-making process and the essential cultural history of the campus. Records are selected for permanent retention by evaluating their long-term value; those retained in the Archives are those that best document the functions of the university.
Do my department's records belong in the Archives?
Compare your records to the records schedules in the University of California Records Disposition Schedules Manual. Some instructions include the phrases "then to Archives" or "Subject to archival review." That means you must bring them to the attention of the University Archivist once they are no longer regularly used.
However, there are some records not listed in the Disposition Schedules as "to Archives" that may, nevertheless, belong in the Archives. Basically, if you are obligated to keep the material permanently in order to conduct business, if you must maintain it to meet fiscal or legal obligations, or if it has research value, contact the University Archivist to determine whether it should be transferred.
The following examples may help you decide if you should contact the University Archivist concerning your department's records. They may help you make a preliminary analysis of the historical value of your records, but they are not hard-and-fast rules. Please allow the University Archivist to assist you in making these decisions.
- Departmental minutes, committee minutes, and reports
- Departmental publications, including websites, newsletters, handbooks, annual reports, program announcements, directories, catalogs, brochures, posters, and press releases
- Policy and procedure documents, or those records that document decision-making processes
- Correspondence, e-mail, and subject files of academic department heads, program heads, and senior administrators
- Self-studies, histories, and accreditation reports
- Photographs, audio recordings, video recordings, maps, and architectural drawings
- Records documenting the development of programs, curricula, or special projects
- Records documenting relationships with the community, government, other institutions, or the business community
Examples of non-archival records
- Exact duplicate copies of anything
- Routine correspondence, e.g., requests and acknowledgments
- Records of routine matters, e.g., requests for leave, purchase orders, receipts
- Reference files or research material, including news clippings, publications, and form letters of departments or organizations other than your own
- Rough drafts of publications, articles or reports (in most cases)
- Blank forms, letterhead, or other stationery
How do I transfer my department's archival records?
Make an appointment with the University Archivist, who will come to your office to determine which records are appropriate for transfer, how much material there is, and where each group of records is located.
If the University Archivist decides that your records should be transferred to the Archives, she will schedule an appointment to box the records. She will want to know the scope of the records, which office produced them, and the business activities they document. Archives staff will arrive on boxing day with acid-free boxes from archival suppliers. We will confirm with you which records are to be boxed and load the boxes, keeping a rough inventory. We will have the full boxes delivered from your department to the Library as soon as possible. We would also appreciate a copy of any inventories or indexes you have made of the records.
How do I access my department's archival records?
Special Collections staff will provide you with reference assistance when you need to access the records after the transfer. You will need to come in to the Special Collections and Archives Reading Room during open hours, or make an appointment to come in, and register as a researcher. Requests from your office to borrow material that you transferred may be accommodated in special circumstances.