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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 |
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| College of Education |
Faculty Senate |
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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.
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- 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
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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.
- Transfer materials to records cartons.
- Records should be packed in the order in
which they were kept in the office.
- Records should be in file folders that are
labeled with a folder title and inclusive dates (ie.
Correspondence 1997-98)
- If you have materials in binders, leave
them in the binders.
- Hanging file folders should be replaced
with regular file folders.
- Please do not over-pack the boxes. (Contact
the Archives if you need more boxes.)
- PLEASE DO NOT WRITE ON THE RECORDS
CARTONS
- 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.
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