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 (firstname.lastname@example.org) with deciding how to dispose of these records when the department is no longer actively using them.
The Archives accepts records documenting UCI activities, functions, decisions, and/or policies and programs (both adopted and rejected), in every format.
Compare your records to the records schedules in the University of California Records Disposition Schedules Manual. You may also consult the University of California's Business and Finance Bulletin RMP-2, Records retention and disposition: principles, processes, and guidelines. 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 (email@example.com) 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. 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 us to determine whether your materials 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. Please allow the University Archivist (firstname.lastname@example.org) to assist you in making these decisions.
Please contact the University Archivist regarding the records you wish to transfer. A consultation with the University Archivist is essential before transferring records, as you will receive expert guidance on your unique records.
If the University Archivist decides that your records should be transferred to the Archives, she will schedule an appointment to box the records or copy digital files. She will want to know the scope of the records, which office produced them, and the business activities they document. Our staff will confirm with you which records are to be boxed or copied and load the boxes and/or files. We will have the materials delivered from your department to the Library as soon as possible. We strongly recommend that you include any inventories or indexes you have made of the records, as these will assist us in providing accurate descriptions of your material.
Special Collections staff will provide you with reference assistance when you would like 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.