STATEMENT

The records the Central Administration consist of the records of the Board, the office of the President,, the Assistant to the President, as well as the records of the offices of all Vice-Presidents and their Associate and Assistant Vice-Presidents.

Documents recording the development and implementation of university policy are imperative for the continuing performance of the university and for providing an accurate reflection of the activities and accomplishments of the institution. It is the responsibility of university administrators, in cooperation with the Andrews University Archives and Records Center to guarantee that records are maintained properly and that those records that document the history and achievements of the university are transferred to the archives for permanent retention.

RESPONSIBILITY OF THE OFFICE GENERATING THE RECORDS

Each central administrative office should designate a staff member to act as records coordinator.

1. The records coordinator should maintain regular communication with AUARC and ensure that files are managed in harmony with established records groups and retention schedules, and in such a way as to promote the orderly transfer and/or disposal of inactive records. Records coordinators should also initiate and coordinate the regular transfer of records to the archives. See section 2.1, 2.2, 2.3, and 2.5 for more on implementation procedures for various kinds of records. Appendix IX contains instructions for maintaining, boxing and transferring records to the archives.

2. Specific record categories that should be transferred to the university archives include but are not limited to:

2.1 the central administrative file for the university including agendas and supporting documentation

2.2 the administrative and correspondence files

2.3 the records of all boards, councils, and committees which were initiated by the unit (See also section 1.5 for more specific information.)

2.4 publications of the unit

2.5 audio-visual materials, including electronic media, recordings and photographs of faculty, staff, administrative officers, and guests, and of special occasions and events.

3. Records that should not be transferred to the archives, but which should be discarded when their administrative use is completed include:

3.6 duplicate items

3.7 correspondence and administrative files documenting routine activities such as room scheduling, travel plans, etc.

3.8 non-university printed material received by the unit and retained as a reference file

3.9 documents distributed widely to university units but not generated by the unit

3.10 routine financial records not generated by the unit (See section 2.2 for more specific information).

4. The unit records coordinator should consult with AUARC regarding questions about the value of specific records for the university archives.

For information concerning the responsibilities and procedures of the Andrews University Archives and Records Center especially in recognition of the sensitive content of some of these records, see section II, 1.2 and II, 1.3.