| Activity | OP2399 University Archives Operations |
| Records Series | 34 - Loan and Use, Archival Material |
| OPR | University Archives |
| Description | Records documenting loans and use of archival material, including but not limited to the storage, management, and display of the university’s archival materials (documents, artifacts, collections, artworks, etc.). This may include inventory lists, condition reports, exhibition plans, display guidelines, loan agreements and insurance documentation, and all correspondence related to inbound/outbound loan and use. |
| Retention Trigger | Loan return date or item disposal date. |
| Total Retention | Check Final Action and Disposition Plan (if available). |
| Final Action | DP/AR |
| Disposition Plan | For inbound items, delete all records five years after loan is returned; for outbound items, five years after an item is disposed of, transfer loan or use agreements and item condition reports to the Archives and delete the rest of the records. |
| Retention Rationale | |
| PIB | No |
| 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