1.3 Implementation Procedures for: Departments, Institutes, Administrative Offices Libraries, Museums, and Centers


STATEMENT

The records of the departments, institutes, administrative offices, libraries, museums, and centers consist of the records of their respective Chairs, Directors, and Curators, and those records which reflect the academic and social activities of these units, their faculty and staff.

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 chair or director 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 archives.

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

2.1 the chair's or director's topical file

2.2 the chair's or director's correspondence

2.3 minutes from faculty or staff meetings

2.4 committee records, e.g. curriculum and special events

2.5 personnel-related records, e.g. search and promotion files

2.6 records documenting departmental and unit reviews

2.7 evaluations of undergraduate and graduate students relating to issues of professional competence and development, including masters and doctoral examinations

2.8 development files

2.9 publications, including newsletters records of departmental organizations, e.g. clubs, honor societies

2.10 audio-visual materials, including recordings and photographs of staff and faculty, 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:

3.1 duplicate items

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

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

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

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

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

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.