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Record Keeping Procedures
Colleges and universities maintain archives for the
preservation of records that document institutional policies, procedures,
and activities. This is done for a variety of administrative, financial,
legal, and historical reasons. Records of these activities may provide
guidance to administrators, faculty, staff, and students, or help
in research.
The Adventist Heritage Center at the James White Library houses the
Andrews University Archives and Records Center (AUARC). The staff
of the AUARC administers, services and preserves the university's
records including records generated by administrative and academic
units, university-wide committees, campus organizations, as well as
various other entities. The AUARC also collects and maintains records
of organizations and entities related to the University, as well as
personal and professional papers of selected university administrators,
faculty, staff, students, and alumni.
The policy basis for the AUARC is the Andrews University Archives
and Records Management Policy in the Andrews University Working Policy
section #. See also page 5 of this manual. This Andrews University
Archives and Records Management Manual, prepared by the staff of the
AUARC, will help the various university entities maintain well-organized
active, or current files, and to transfer the appropriate inactive,
or non-current, university record to the AUARC. All questions concerning
the policies and procedures described in this manual should be directed
to the Andrews University Archives and Record Center at the Adventist
Heritage Center, James White Library, Berrien Springs, Michigan, 49104-1400.
Telephone: (616) 471-3986, or 3958. Fax: (616) 471-6166, E-mail: archives@andrews.edu
Throughout this manual, the term archives is used interchangeably
with records center. This may seem somewhat confusing to many. The
distinction is primarily one of management once the records are transferred
from the office of origin to the Records Center located under the
jurisdiction of the Adventist Heritage Center in the James White Library.
Briefly, the Records Center holds office records until they are set
for final disposition. A portion of the records may be transferred
to the Archives for permanent preservation.
The term archives is used frequently to refer to any record which
is not current and is placed in storage. Since it is a recognized
term referring to storage it is used to mean the storage of records
throughout this manual.
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