THE MERRICK ARCHIVAL CENTER IS THE REPOSITORY FOR SELECT NON-CURRENT, INACTIVE, OFFICIAL COLLEGE RECORDS OF ENDURING VALUE. RECORDS THAT WILL BE CONSIDERED FOR TRANSFER TO THE ARCHIVAL CENTER INCLUDE:
All documents that define the mission, purpose, or function of an office, department, organization or committee, including documents that record the dates of implementation of policy.
Office Files, Administrative
Substantive files of administrative units, including correspondence, memoranda, formal minutes, reports, and subject files that document the key operations of the office including significant events and the development of administrative structure, policies, and procedures. Includes documentation regarding legal or legal type transactions; for example, records of the purchase or sale of college property.
Staff Meeting Records
Records of meetings of administrative or academic staff that set policy and procedures for their unit. May include agendas, minutes, reports, and associated documentation.
Activities and records of standing and ad-hoc committees of the College, Faculty, and Staff. May include agendas, minutes, correspondence and reports.
Faculty Meeting Minutes
Includes agendas, minutes and submitted reports of faculty meetings.
Publications, newsletters, brochures, posters, etc. issued by the College or its subdivisions. Please add the Archives to College departmental and office mailing lists to receive all future publications. This category includes Performance Programs, Student Handbooks (Compass), the College Catalog, and Employee Handbooks as well as all student publications.
ITEMS THAT THE ARCHIVES RECOMMENDS BE SCHEDULED FOR DISPOSAL AFTER CHECKING WITH THE ARCHIVIST FOR VERIFICATION — THESE ARE ITEMS THAT DO NOT USUALLY NEED TO BE TRANSFERRED TO THE ARCHIVES.
- Records of specific financial transactions
- Routine correspondence [be sure to verify with the Archivist before discarding]
- Extra copies of non-personally addressed correspondence (after one copy from the issuing office has been preserved)
- Requests for publications or information after the requests have been filled
- Replies to questionnaires if the results are recorded and preserved in the Archives or in a published report
ITEMS THAT CAN BE DISCARDED DIRECTLY FROM THE OFFICE WHEN THEY ARE NO LONGER NEEDED FOR ADMINISTRATIVE PURPOSES INCLUDE:
- All blank forms and unused printed and duplicated materials
- All duplicate material; keep only original, optional second copy and annotated copies
- Papers, reports, working papers and drafts which have been published
If you have any questions, please contact the Merrick Archival Center at 332-2398 or email Ruth Andel