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Policies & Procedures

CSUS Special Collections & Archives - Policies & Procedures


Policies & Procedures

Who should transfer Records?

The current university policy identifies 19 university Program Centers whose records should be transferred to the archives. These Program Centers are listed below. The policy further states:

Each Program Center administrator is responsible for reviewing all records types created within the Program Center and establishing a listing of retention periods for every document type not covered by a mandatory period. These lists are to be reviewed by the Program Center Administrator, annually, by August 1 each year. By this date each year, a letter is to be given to the University Counsel and University Archives indicating whether or not there have been changes to the Program Center list.

Materials may have immediate historical/archival value and should be transferred to the Archives as soon as frequent access to them is not needed by the Program Center. Documents may be transferred to the Archives even if they need to be sealed for a specific period of time.

The university archives provides assistance in all phases of this process. The archives conducts surveys of office records, assists office staff in identifying record types, guides the identification and selection of historical records, and makes recommendations for regular retention and transfer of these records to the archives. All university records transferred to the archives should have an established transfer schedule before they are sent. Please contact the University Archivist for additional information.

Academic Affairs College of Engineering & Computer Science Human Resources
Administration and Business Affairs College of Health & Human Services Intercollegiate Athletics
Center for California Studies College of Natural Sciences & Mathematics Library
College of Arts and Studies College of Social Sciences & Interdisciplinary Sciences Student Affairs
College of Business Administration Computing, Communications & Media Services University Advancement
College of Continuing Education Facilities Management  
College of Education Faculty Senate  

Which records should you send?

The disposition of University records should adhere to procedures outlined in the University Records Management Policy and the CSU Records Disposition Schedules. These can be found in the University Manual.

However, many records produced by the University fall outside the University's records management requirements. Among these records are some that have enduring administrative legal, fiscal, and historical value. These are records that should be transferred to the University Archives.

To assist campus offices in identifying these historical records, the Archives is embarking on a project that will result the creation of records transfer schedules for specific office records and record types. Until these schedules are established, this guide may be used to identify broad kinds of records frequently transferred to the university archives.

While it is the responsibility of offices to send historical records to the Archives, it is also in our interest to assist each office in identifying these records. Should you have questions about whether your records should be sent to the University Archives, please contact Sheila O'Neill, Head of Department of Special Collections and University Archives.

When you are ready to transfer your records, please refer to the Procedures for Transferring Records to the Archives.

And remember, when in doubt DON'T throw it out.

When to send:

Administrative and academic records commonly transferred to the University Archives include, but are not limited to, the following:

What NOT to send:

Records typically NOT transferred to the archives include:

  • Constitutions and bylaws
  • Meetings - agendas, minutes and proceedings, transcripts, lists of officers
  • Office correspondence and memoranda-(both incoming and outgoing)
  • Reports - annual, committee, task force, and other special or unique reports
  • Planning documents
  • Final budgets
  • Subject files - pertaining to projects, policies, decisions of office or department
  • Historical files
  • Press releases and notices
  • Organizational charts
  • Publications - three copies of all office and / or departmental newsletters, brochures, journals, directories, posters, announcements, programs, etc.
  • Speeches
  • Audio-visual materials - photographs, film, video, and sound recordings
  • Scrapbooks
  • Clippings

In addition, Colleges should send:

  • Meeting agendas and minutes of standing committees, such as the administrative council, the academic council, and other governing bodies
  • Minutes of the advisory board (if one exists)
  • Dean's memorandum or chronology files
  • General administrative files and historical files
  • One copy of college publications, handbooks, newsletters, etc.
  • Accounting records and reports
  • Bank and financial statements
  • Bills, receipts, ledgers, etc.
  • Duplicate copies
  • Employee files, travel forms
  • Equipment inventory or purchasing files
  • Evaluations or reviews
  • Grievance files
  • Drafts of any reports for which there was a final version
  • Office supply catalogs
  • Operating manuals - equipment, computer, etc.
  • Payroll records
  • Personnel files
  • Preliminary budget files - working papers
  • Purchase orders
  • Requisitions, accounts payable/receivable
  • Student employment files
  • Student records, applications, transcripts, etc.
  • Teaching evaluation records
  • Vouchers
  • Warrants

Transferring records to the Archives

The primary mission of the University Archives is to identify, acquire, arrange, describe, preserve, and provide access to the records of the California State University, Sacramento that have long-term administrative, legal, fiscal, and historical value.

The University Archives is a permanent repository for these materials.

The University Archives participates in the broad mission of the University by supporting administration, outreach, teaching, and research.

The disposition of University records should adhere to procedures outlined in the University Manual under University Records Management Policy, and the CSU Records Disposition Schedule. If your records have not been scheduled or you have questions about whether your records should be sent to the University Archives, please contact Sheila O'Neill, Head of Department of Special Collections and University Archives.

The Archives prefers annual transfers of materials. Contact the University Archives to set up a records transfer schedule.

Packing and Labeling

All files should be packed in records cartons. You can obtain these boxes by contacting the Archives. Copies of the Inventory Worksheet are also available from the Archives. For these, and for any general questions concerning your records, contact the Archives staff.

  1. Transfer materials to records cartons.
  2. Records should be packed in the order in which they were kept in the office.
  3. Records should be in file folders that are labeled with a folder title and inclusive dates (ie. Correspondence 1997-98)
  4. If you have materials in binders, leave them in the binders.
  5. Hanging file folders should be replaced with regular file folders.
  6. Please do not over-pack the boxes. (Contact the Archives if you need more boxes.)
  8. Complete one Inventory Worksheet per box.
    • Fill our the worksheet completely.
    • List the folder or binder titles on the inventory worksheet.
    • Keep one copy for your files and place one copy in the correct box to be sent to the Archives.
      • Materials transferred to the Archives that do not follow the above instructions may be returned.
      • Materials transferred to the Archives that do not have long-term historical content scheduled will be returned.
      • Materials transferred to the Archives that are scheduled for disposition through the records management program will be returned.