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The guidelines below were drafted to assist staff and faculty in determining which kinds of records are of potential historical or long-term administrative value. These records should be regularly and routinely transferred to the archives. The guidelines are organized to reflect the types of records usually associated with particular offices and individuals. The guidelines are not comprehensive, though. Please consult University Archives before destroying or removing records.

Records accepted by University Archives include:

• Accreditation, program review and self-study records, both internal and external. May include reports, correspondence, questionnaires and other related materials.
• Administrative files. General records concerning the administration of the university and its colleges, departments and programs. Files may include reports, memoranda and correspondence.
• Alumni materials. This includes directories, reports and publications.
• Annual operating budget requests.
• Annual reports of the university and its units.
• Audiovisual files: Films, sound recordings and other audiovisual recordings created through activities, functions, facilities and staff. Recordings must be identified in some way (such as dates, names or captions). All formats are accepted, including digital.
• Audits. Final reports and appendices only.
• Biographical materials of long-term faculty and senior administrative staff. May include obituaries, memorial service programs, interviews, and curriculum vitae. (Please note that promotions and tenure files do not come to the archives).
• Budgets. Summary reports and appendices only.
• Calendars of events
• Certificates and awards
• Committees and councils files: Records concerning committees and councils that are either internal to the department or division or are universitywide in nature and govern the activities of the department or division. Files may consist of minutes, proceedings, reports, notifications, correspondence and related files.
• Constitution and bylaws.
• Course descriptions and schedules.
• Correspondence: Files of both general and intracampus correspondence. Widely distributed correspondence originating from the office should be kept. This includes email. Drafts, routine acknowledgments and transmitters, and copies of widely distributed correspondence and memorandums not created by the department should be weeded before transfer. Confidential correspondence should be handled in accordance with university policies.
• Curriculum development records. Documenting the development and planning for courses offered at the university. May include correspondence, memoranda, proposals and faculty recommendations.
• Grants. Materials documenting awarded grants. May include proposals, interim and final reports and summary data. All other records may be discarded after administrative and legal retentions are met.
• Photographs, negatives, slides and digital images. All formats, documenting university activities, functions, facilities and its faculty, staff and students. Must be identified in some way (such as dates, names or captions).
• Planning records. Records of the university and its colleges and departments documenting its mission and goals. May include reports, correspondence and policy and program proposals.
• Meetings files. May include agendas, minutes and reports.
• Policies and procedures files. Material specific to the university, documenting past and present policies and procedures.
• Promotional materials. May include brochures, flyers and similar items.
• Publications. One copy each, includes newsletters, magazines, reports.
• Research projects. May include proposals, interim and final reports and summary data. All other records may be discarded after administrative and legal retentions are met.
• Speech files. Speeches, addresses or comments made while representing the university.

This list pertains to both digital and paper records. The list is by no means definitive or exhaustive. This is intended as a general approximation of materials that document the units of South à£à£Ö±²¥Ðã State University. Materials not specifically cited above that contribute toward documenting unit activities are, of course, welcome.

Please also follow the .

By depositing your records with the University Archives, you contribute to the long-term preservation of your department’s legacy, institutional knowledge and administrative history.

• Digital files and paper records can be lost over time. The archives ensure secure, climate-controlled and sustainable storage.
• Archived materials provide valuable resources for researchers, students, administrators and alumni and promote institutional accountability.
• Transferring records helps your department comply with university records retention policies and other obligations.
• Free up office and digital storage space by transferring inactive records to a centralized, organized repository.
• Your records can be showcased in exhibits, anniversary events and social media features.