Campus Map/Tour Request Information Employment A-Z Index Directories
EDU Site
A Bold Heart Centennial Campaign

Records Management & Archives Handbook:<br / >Archival Acquisition & Transfer of Archival Records

Statement

The Director of Records Management and Archives appraises University records for their potential value for historical and evidential research. The Director consults with appropriate members of the Marywood University staff and administration to determine whether a record has historical value. Such records are eventually transferred to the University Archives according to authorized records retention schedules or, if no retention schedule exists, by special arrangement with the Director of Records Management and Archives. The University Archives also accepts donations of archival materials from outside the University. The Director of Records Management and Archives is the final authority on whether or not to accept records for permanent retention in the Archives. Once archival materials are transferred to the Archives, the Director becomes the legal custodian of those materials.

The Marywood University Records Management and Archives Program is decentralized, as limitations of space and personnel prevent temporary storage of University records that are scheduled for eventual destruction. Until archival records are transferred to the University Archives, departments are responsible for maintaining the records in their custody.

Records Usually Accepted by the Archives

  • Accreditation Records
  • Addresses and Speeches from University Events
  • Alumni Association Records
  • Annual Reports
  • Architectural Records
    • Blueprints
    • Building Plans
    • Descriptions and Drawings of Buildings and Grounds
    • Maps
    • Specifications
  • Articles of Incorporation and related documents
  • Artifacts (Miscellaneous Objects associated with the University)
    • Banners
    • Dolls
    • Flags
    • Magnets
    • Medals
    • Plates and Glassware
    • Posters
    • Statues
    • Etc.
  • Audio, Video, and Film Productions and Recordings
  • Audit Reports
  • Biographical Materials of Individuals associated with the University
    • Trustees
    • Presidents
    • Administrative Officers
    • Faculty
    • Students and Alumni (when the materials directly relate to the University)
    • Others associated with the University
  • Bylaws
  • Contracts and Agreements
  • Contracts, Leases or Legal Titles to Property and Major Equipment
  • Correspondence Recording the Activities of Selected Individuals and Organizations
    • Administrators
    • Colleges
    • Committees
    • Departments
    • Trustees
  • Curriculum Records
    • Course Offerings
    • Course Outlines
    • Materials from Special Programs or Seminars
  • Directories
  • Doctoral Dissertations
  • Evaluation Reports
  • Faculty and Staff Meeting Minutes and Records
  • Funded Grant Proposals and Reports
  • Histories and Self-studies
  • Honors, Awards, and Trophies
  • Inactive Faculty and Academic Staff Personnel Files
  • Legal Case Files
    • Affidavits
    • Briefs
    • Orders
    • Testimony Transcripts
    • Etc.
  • Masters Theses
  • Minutes of Meetings
  • Organizational Charts and Outlines
  • Photographs, Slides and Negatives
  • Planning Reports and Documents
  • Policies and Procedures Handbooks and Manuals
  • Press Releases and Clippings from Newspapers and Other Publications
  • Programs and Promotional Materials from University Events
    • Anniversaries
    • Commencements
    • Athletic, Musical, Social, and Other Events
  • Publications
    • Booklets
    • Books
    • Brochures
    • Bulletins
    • Catalogs
    • Flyers
    • Handbooks
    • Manuals
    • Newsletters
    • Newspapers
    • Pamphlets
    • Postcards
    • Promotional Literature
    • Yearbooks
    • Related Publications Produced by Marywood personnel or Student Organizations
  • Scrapbooks related to the University
  • Student Activity and Organization Records
    • Membership Rosters
    • Programs of Events
    • Etc.

Records Usually NOT Accepted by the Archives

  • Accounting Records and Reports
  • Active Faculty and Academic Staff Personnel Files
  • Association and Organization Files (not Marywood affiliated)
  • Bank and Financial Statements
  • Benefit Records
  • Bills and Receipts
  • Budget Files
  • Checks
  • Duplicate Copies
  • Employment Application Files
  • Employment Eligibility Verification Records
  • Equipment Inventory or Purchasing Files
  • Exams, Term Papers and Student Projects
  • Forms (blank)
  • Grade Books and Rolls
  • Grant Fiscal Records
  • Grievance Files (Personnel)
  • Invoices
  • Leave Records
  • Medical Records
  • Operating Manuals (Equipment)
  • Operational Reports (Daily, Weekly, or Monthly)
  • Payroll Records
  • Personnel Evaluations
  • Phone Logs
  • Private materials
  • Purchase Orders
  • Purchasing Records
  • Readers Files
  • Rejected or Not-funded Grant Proposals and Files
  • Research Data and Notes
  • Staff Personnel Files
  • Stocks of publications, pamphlets, blank forms, etc.
  • Teaching Evaluation Records
  • Time and Attendance Records or Reports
  • Transitory or Short-term Correspondence and Memoranda
  • Vouchers
  • Warrantees and Guarantees

 

Procedures

  1. To request a transfer of archival records to the Marywood University Archives, departments or donors contact the Director of Records Management and Archives, who may arrange a meeting to appraise the records.
  2. When transferring archival records to the University Archives, departments complete a Transfer of University Records to the Archives form, or donors complete an Archival Donation Agreement. These forms document an inventory of the materials to be transferred. The department or donor then packs the materials into a cardboard box with a lid, in the order specified in the inventory, and includes a copy of the inventory in the box. The department or donor arranges for transporting the materials to the University Archives.
  3. If it is appropriate that access to the archival records should be restricted, the department or the donor defines the restriction and provides the information, in writing, to the Director of Records Management and Archives. Restrictions are defined in terms of which categories or position titles may or may not access the records, and time limits in terms of years.

Records Management & Archives | Learning Resources Center, Room 317