Transfer Guidelines for Non-Current Office Records

As a rule, the University Archives should be sent significant and unique records that were generated or received by your office. Records are usually significant and have long-term value if they document policy changes, major projects or precedents. A general rule is to ask what material would be of use to a person writing a report about your office or department. Consider the potential uses of records; for example, grant proposals can often benefit from the inclusion of historical data. Records commonly transferred to the University Archives include:

  1. Non-current records of administrative, academic, and student organizations: Regents, President, Vice-presidents, Deans, Faculty Governance, Academic Departments, Student Organizations, Administrative Offices, Ecumenical Institute.
  2. Types of records include: Policy statements and decisions, accreditation reports and supporting documentation, annual budget and audit reports, agenda and minutes of meetings, annual reports, committee and task force reports, subject files concerning projects, statistical summaries, press releases, correspondence and memoranda (incoming and outgoing), and papers created in the process of the University carrying out its mission.
  3. All official college publications: Catalogs, student newspapers, literary magazines, yearbooks, alumni magazines, campus maps, newsletters, admissions and fund raising brochures, programs of conferences and events sponsored by the University, University directories of faculty/staff rosters, and monographs copyrighted by Saint John’s University.
  4. Campus buildings: Blueprints, building models, and plans.
  5. Papers: Student honor papers, prominent alumni, retired faculty.
  6. Alumni memoirs: Clubs, diaries, photographs, reunion books, scrapbooks. Such donations are accompanied by a Deed of Gift.
  7. Audio-visuals: Photographs (black and white prints are preferred) films, and audio and video recordings relating to the campus, University personnel, alumni, and students.
  8. Artifacts and memorabilia. The University Archives has begun (in 2008) to collect non-documentary objects related to Saint John’s University’s history, particularly those of great importance and manageable physical size and condition.

Materials should be transferred in the order in which the records’ creator maintained them. A letter briefly identifying the materials and describing the activity to which they relate should accompany the transfer along with a listing of the files. The above list is intended as a general guide.

ELECTRONIC DOCUMENTS: Studies have concluded that the best way to ensure long term preservation of records is to print out your important electronic documents.

Please contact the archives at 2129 when you are transferring a collection.

Thank you!


Guidelines for cleaning out your correspondence and general purpose files

Here are examples of materials you should PRESERVE for the archives:

The following materials should NOT be transferred to the University Archives and may be discarded directly from the office when they are no longer needed for administrative purposes.

Here are examples of materials YOU MAY DISCARD: