Transferring records to the Archives

The following is a brief guide to the transferring of central administrative, faculty and departmental records to the Archives.

Why transfer records to the Archives?

The Archives has a responsibility to ensure that the records of potential historic importance are preserved permanently. Once records are no longer of any administrative use, they should either be destroyed or selected by the Archives. We advise that any records of historic value which are no longer needed administratively, and which are currently retained in departments, are transferred to us. The reasons for this are:

  • the Archives offers greater security than most local office environments; access to the records is controlled and unauthorised use is prevented
  • the Archives' storage areas are monitored to ensure that the records are stored in environmental conditions which will not accelerate their physical deterioration; records are also protected by boxes and other archival packaging
  • once records are in the Archives they can be made available, subject to any restrictions on access to historians, researchers and the wider academic community

What records are the Archives interested in?

The University's Archives should provide a complete and accurate picture of the University's organisation and governance; its key functions and activities; major developments and achievements; and relationships with its various stakeholders, insofar as these are reflected in the University's administrative records (as defined in the Archives' Collection Policy).

We aim to select records which collectively build up a comprehensive but compact picture of the University over time. Further details of the type of records we are looking to preserve are available in our Selection Policy.  These may be records which:

  • document high-level decision-making throughout the University (eg signed minutes and related papers of University committees, boards and other bodies)
  • provide evidence of the University's assets, such as property
  • document University procedures, such as student admission, examination or the awarding of degrees

This list is by no means exhaustive: if you are in any doubt about the value of the records you have, please do not hesitate to contact us and we can arrange to come and visit your department and look at the records. It is helpful to us if you can tell us what sort of records you have (eg minute books, correspondence files), what they concern, and what period they cover (eg 1960s). 

Access to records held by the Archives

Once records are in our custody, access to them by anyone other than the department or section which created them is subject to our Access Policy. For access to your own records, please see Requesting material from the Archives.

 

 

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