Q. What can be considered correspondence?
A. Letters, postcards, memoranda, notes, e-mail, and any other form of written communication, sent and received.
Q. Who should I contact if I have specific questions about records management or transferring records to the archives?
A. Contact Lori Myers-Steele firstname.lastname@example.org or Ext. 3253 if you have questions or concerns.
Q. What should I do about electronic records?
A. You can transfer media (including hard drives and flash drives) containing electronic records to SC&A. If the number of electronic records is small, you can also consider sending printed copies of the records. Contact Lori Myers-Steele for more information. Additionally, our Sound Archivist, Harry Rice, can be contacted regarding audio-visual materials.
Q. What about e-mails?
A. If the e-mail correspondence is of the type that would be deemed Permanent (to be sent to the Archives) by the Retention Schedule, then the e-mail should be printed off (or saved as a PDF) and transferred to the Archives. For example, e-mails directly influencing the administrative work of a standing committee should be kept; likewise, personal emails do not need to be kept.
Q. Should I include a list of the specific records in each box that I transfer to the Archives?
A. It can be very helpful to both the archivist (who will be processing your records) and you (if you ever need to access the records before they are fully processed) to have a list identifying the records contained in each box that is transferred to the Archives.
Q. What do I do if I need a large number of records to be shredded/destroyed?
A. SC&A, as well as other offices on campus, utilize a mobile shredding service on a routine basis. Contact us and we will help you with this service.
Q. Why is Records Management important?
A. Ultimately, Records Management ensures that the College's institutional records of vital historical, fiscal, and legal value are identified and preserved, and that non-essential records are discarded in a timely manner according to established guidelines and identified legislation.