The records the colleges, schools, and divisions consist those from their respective Deans as well as their Associate and Assistant Deans.

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

It is the responsibility of each college and school to designate a faculty or staff member to act as a record 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.

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

2.1 the administrative files, correspondence, dean's topical file

2.2 personnel-related records

2.3 records documenting departmental and unit reviews

2.4 reports, such as annual reports

2.5 development files

2.6 publications, including newsletters

2.7 audio-visual materials, including recordings and photographs of faculty and staff, and of special occasions and events.

3. The topical files which are maintained by associate and assistant deans, as well as the files kept by committee chairs should be transferred to the university archives. The AUARC will review the materials and appraise their retention value for the archives.

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

4.1 duplicate items

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

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

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

4.5 routine financial records (See section 2.2 for more specific information).

6. 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.