Guidelines on the Value of Archival Records

Records, both paper and electronic, are created daily in Medical Center offices and departments. The majority of these records are intended for a specific purpose and are only needed for a short period of time. Other records, such as files on grants or extended projects, may be active for longer periods. Within both types of records, some files will continue to have legal and historical value for documenting the activities of the Medical Center beyond their original purpose. Please consult the Medical Center Archives' Records Retention and Disposition Recommendations Guidelines for retention and disposition periods of individual record types.

Records of permanent historical and archival value to the Medical Center include:

  1. Papers of the Chancellor, Vice-Chancellors, and Deans' offices. These records include all statements of policy, reports, correspondence, speeches, committee minutes, publicity materials, business files, and memoranda (including email as appropriate ).
  2. Records from administrative and academic offices: correspondence, annual reports, final grant reports, self-study reports, policy statements and planning documents, symposium or colloquium files, newsletters and publications.
  3. Faculty meeting minutes.
  4. Medical Center publications - Catalogs, newspaper, yearbooks, research magazines, newsletters, brochures, programs, posters.
  5. Films, recordings, tapes, and photographs produced by the Medical Center, including samplings of such records done as part of teaching programs.
  6. Course syllabi.
  7. Student organization records: minutes, publications, photographs.

If you have any questions concerning the permanence of records, contact the Medical Center Archives.