Permanent Records to be Transferred
Transfer only inactive records which have little or no current administrative value. (Frequently used records should be retained by the office that uses them.)
Transfer records which document the organization, function, policies, procedures, operations and essential transactions and outcomes of the unit, (see examples below):
The following descriptions are intended to serve as examples only of the types of records which may be transferred to the University Archives. Please do not regard this list as a disposition schedule; it is intended to serve only as a guide. There certainly may be records in your unit which are worthy of preservation, but which may not be described below. Please call the Archives with any questions you have regarding the disposition of your records.
- Correspondence-- pertaining to policy, major events, gifts, etc., that records the history of the organization.
- Annual and other regular reports-- provide a summary of activities for a given period of time, making them among the most valuable of historical records.
- Financial records--summary reports such as audits, departmental budgets and budget narratives. Please do not send vouchers, invoices, and receipts.
- Final research reports-- provide summaries of the university's major research activities.
- Special reports--include reports and studies received from consultants or committees, and other reports having continuing administrative or research value.
- Personnel records-- include applications, resumes, letters of reference,
promotion and tenure information, contracts, etc.
- Official publications-- include departmental brochures, bulletins, newsletters, directories, handbooks, etc.
- Photographs, films, and video and audiotapes-- provide important documentation of NMSU activities, students, personnel, and the campus.
- Policy statements-- include policies governing recruiting, interdepartmental relations, and administration of departments, colleges, committees, etc.
- Meeting minutes (record copy)-- of any boards, councils, committees, or similar groups. In many cases, meeting minutes are an organization's only record of activity.
- Procedure manuals and other guidelines issued--have an established influence on the method or manner of doing affected tasks.
- Architectural drawings--provide evidence of the physical development of the campus.
- Celebration and special event records--include programs, substantive promotional and informational material, and final reports resulting from university- or department-sponsored celebrations and special events.