Archives and Records Policy

 

The Norwich University Archives is the repository for all non-current, inactive official University records that have sufficient value to warrant their preservation.

1.  For the purposes of this policy records are defined as documents, regardless of format, produced or received by any department, officer or employee of the University in the conduct of its business.

Documents include all forms of recorded information, such as:

  • Correspondence
  • Files
  • Financial statements
  • Manuscripts
  • Publications
  • Electronic data and files
  • All and any other material bearing upon the activities and functions of the University, its officers and employees

NOT included in the definition of records as used in this policy are:

  • Faculty research notes
  • Library material made or acquired for reference, research or exhibition
  • Museum material made or acquired for reference, research or exhibition
  • Specimen material made or acquired for reference, research or exhibition
  • Duplicate copies of publications
  • Duplicate copies of documents

2.  Records produced or received by any department or employee of the University in the transaction of University business becomes University property and subject to University policy for retention or disposal, access, and publication. Records produced or received by faculty in administrative and University committee service capacities are University records and subject to this policy.

3.  No University records shall be discarded, destroyed, or transferred from the custody of the university except upon the finding and recommendation of the administrative unit involved that such records have no further administrative, legal or accounting value.

4.  The Norwich University Archives is the depository for records having research or historical value. The Norwich University Archives also includes professional and personal manuscripts of members of the academic and administrative staffs and records of faculty and student organizations that may be given to the University for preservation and use.

5.  The Sullivan Museum and History Center at Norwich University is responsible for collecting, preserving and providing access to historical materials that include, but are not limited to, the following formats: artifacts; art; prints; scrapbooks; audiovisual materials documenting the development of Norwich University such as still photographs and negatives, motion picture films, oral history interviews and video or audio tapes; maps; and architectural prints and plans documenting Norwich University’s growth and development.