| Activity | OP2399 University Archives Operations |
| Records Series | 31 - Archival Collections |
| OPR | University Archives |
| Description | Records documenting acquisition, organization and ongoing management of archival fonds or collections. Records include transfer forms, deed of gift forms, appraisal reports, donor agreements, purchase information, insurance summaries and supporting documentation, condition reports, accessioning systems, arrangement reports, box/file lists, access requests, loan forms, researcher agreements, and communication files with sellers, donors, or previous material custodians. Includes personal information of donors and appraisers, such as name, affiliation, address, phone/fax numbers and email. |
| Retention Trigger | Data migrated from current storage system or application to another. |
| Total Retention | Check Final Action and Disposition Plan (if available). |
| Final Action | DP/AR |
| Disposition Plan | Data will be continuously accumulated or overwritten. At the point of migration, some data may be removed if information is no longer needed. |
| Retention Rationale | Retention based on anticipated operational use. |
| PIB | PIB |
| Vital Records |
This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.
GLOSSARY
- AR = Transfer to Archives
- AY = End of Academic Year
- CO = Continuous Overwrite
- CY = End of Calendar Year
- D = Destroy / Delete
- DP = Special Disposition Plan
- FY = End of Fiscal Year
- OPR = Office of Primary Responsibility
- P = Permanent
- PIB = Personal Information Bank
Printed on Saturday, Mar 29 2025