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| Retention Guidelines for Administrative
Divisions |
| To practice good record keeping, you
are encouraged to use the guidelines reported below for the retention
of documents in the various divisions, and the office of the President
of Oberlin College. A pattern of consistency in the care of records
will assist your office in many ways—especially in preventing
the loss of records and in the saving of staff time. Information
that is retained in hard copy or electronic files is the property
of Oberlin College. |
| Records and documents which must
be preserved and filed systematically |
|
Description of Item
|
Normal Period of Retention
|
Referral (Destination)
|
Comments
|
| The minutes of the meetings of the Board
of Trustees, Faculty Councils (General, Arts and Sciences,
and Conservatory of Music), and other institutional document
files supporting the minutes. |
4 years |
Vault, Cox Admin. Bldg. First copies transferred
to Archives after 20 years. |
Office of the Secretary holds custodial responsibility
for the originals. |
| The minutes of the meetings of Faculty
committees and the other institutional document files supporting
the minutes. |
Active + 2 years |
Archival Review |
|
| Copies of all constitutions, past and
present, and by-laws, both of the corporation and of
its auxiliary organizations. Articles of Incorporation and
amendments thereto. |
Indefinite |
Archives |
|
| All official correspondence
and memoranda of the President, Provost, and Vice-Presidents,
and the Deans of the main divisions of the College (e.g. attached
statements of policy, major reports, and other appropriate
materials). |
6 years |
Archives |
|
| Copies of the official minutes and reports
of all the College's academic departments, administrative
units, commissions, and student life organizations. |
Active + 2 years |
Archives |
|
| The non-current treasurers' records (annual
reports). |
5 years |
Archival Review |
|
| Histories of the College, Program Reviews,
etc. |
Indefinite |
Archives |
|
| Copies of the deeds and descriptions
of the College properties, titles, leases, surveys,
etc. |
10 years |
Archives |
|
| Records of the Assembly and Council of Administrative
and Professional Staff. |
Active + 2 years |
Archives |
|
| Special Project files or unpublished reports
or studies. |
Active + 3 years |
Archives |
|
| Copies of all appointment letters and the acceptance
letters of appointees, as part of individual employee files.
|
While active + 3 years |
Archives |
|
| Summary records of special offices—Affirmative
Action, Chaplains, Counseling, Health Services, etc. |
10 years |
Archives |
|
|
| Printed and other media containing other kinds
of documentary evidence which ought to be preserved in the Archives |
|
Description of Item
|
Normal Period of Retention
|
Referral (Destination)
|
Comments
|
| Promotional materials, bulletins, and
College catalogues. News releases, newspaper clippings,
etc. |
While useful + 3 years |
Archives |
|
| Source materials (for instance, original returns
of a survey or questionnaire). |
While useful + 2 years |
Archives |
|
| The Observer, Oberlin Review, and
other student-based publications. |
While useful + 2 years |
Archives |
|
| Films, recordings, tapes, and photographs
produced in support of institution's mission—teaching
or otherwise. |
While useful + 2 years |
Archives |
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