Guidelines for the Management of Your Records

Restrictions

Departmental, administrative, and other office records are closed for a period of 25 years from the date of creation.

Minutes of the Board of Trustees are closed for a period of 50 years from the date of creation.

Student records, grades, and personal information is subject to FERPA regulations and restricted for the life of the student. Generally speaking, Columbia student records are restricted 75-80 years from the date of creation.

Organizational records are large and complex entities and archivists cannot make substantial progress making a collection accessible unless the originating office has separated items deemed to be sensitive. Restrictions must be finite;records restricted perpetually will not be accepted in the UA.

Multiple copies

Only one copy of any document is retained. Please weed your records vigorously. Excessive duplication and detritus will prevent you and your successors from efficiently accessing information.

Publications

It is a common misconception that to keep a good history of an organization and the work that it does, that every publication referenced or used by its members must also be kept. Books, journals, reprints, magazines, and other items externally created should not be submitted as part of your institutional records. If a final report generated by your office has been published, then it should be submitted.

Documents Recommended for Permanent Retention

∙ Files of Deans, Chairs, Directors, et. al.—particularly correspondence

∙ Minutes, agendas

∙ Publications created by the office

∙ Annual reports, final budget reports, other final reports created by the office

∙ Policy statements

∙ Final grant files

∙ Accreditation review records

∙ Project files (proposals, reports, correspondence, procedures, etc.)

∙ Press releases

∙ Correspondence files

∙ Biographical files

∙ Audio and video tapes, photographs

∙ Posters, fliers, announcements

∙ Membership lists, rosters

∙ Constitutions and by-laws

∙ Directories

∙ Appointment histories

∙ Tenure files

∙ Floor plans

∙ Maps

∙ Organizational charts

Documents NOT Accepted for Permanent Retention

These documents are not accepted for permanent retention within the University Archives. This guide is provided in an effort to aid offices with their own internal recordkeeping. Note: every office's needs are unique, this is provided merely as a general guide.

Without question, discard the following:

∙ Applications for employment

∙ Resumes

∙ General personnel files (hiring temps, etc.)

∙ Payroll information

∙ Invoices, check receipts, and other routine, detailed financial information

∙ Routine, general (non-informational) correspondence (“Bob, I’ll call you tomorrow.” “See attached.” “As per your request.” “Thanks for the invitation.” etc.)

∙ Routine requests for information

∙ Reference files (externally generated books, magazines, news clippings, pamphlets, etc.)

∙ Work orders

If OLDER THAN 3 YEARS, discard:

∙ Copies of budget reports (quarterly, annual, etc.)

∙ Vouchers

∙ Budget request forms

∙ General external correspondence from and with the public

∙ State, Federal, and Private Grant Files (unapproved)

∙ Affirmative Action plans

If OLDER THAN 6 YEARS, discard:

∙ Occupational Health and Safety reviews

If OLDER THAN 7 YEARS, discard:

In general, most financial records fall into this category.

∙ Accounts receivable requests

∙ Notices of account charges, dishonored checks, etc.

∙ Bank statements

∙ Bid files

∙ Budget planning documents

∙ Disability and retirement information if the policy is no longer in use or information has been superseded by amended info

∙ State, Federal, and Private Grant Files (approved)

∙ Arrest reports (misdemeanors)

Assistance

While these guidelines are useful, sorting everyday administrative records from those which have enduring value as part of the University’s historical record can sometimes be daunting. The University Archives is always available to assist you with the appraisal and transfer of your records. If you are not sure, please do not hesitate to contact us by emailing or calling 212.854.3786.