Archives and Records Transfer Guidelines
The Norwich University Archives is the repository for all non-current, inactive official University records that have sufficient value to warrant their preservation.
1. Records recommended for transfer to the Norwich University Archives include:
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Constitution and by-laws, minutes and proceedings, transcripts, lists of officers of University corporate bodies
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Office files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities and functions
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Historical files documenting policies, decisions, committee and task force reports, questionnaires
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Publications: one copy of all programs, journals, monographs, newsletters, brochures, posters and announcements issued by Norwich University or its subdivisions. The Norwich University Archives should be placed on university, departmental and office mailing lists to receive all future publications
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Personal papers of students, faculty and staff that relate to the University’s work
Materials should be transferred in the order in which the records’ creator maintained them. A letter briefly identifying the material and describing the activity to which it relates should accompany the transfer.
2. Records that should not be transferred, but scheduled for disposal according to administrative, legal and accounting mandates include:
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Records of specific financial transactions
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Routine letters of transmittal and acknowledgment
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Non-personally addressed correspondence such as “Faculty and Staff” memoranda, except for one copy from the issuing office or officer
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Requests for publications or information after the requests have been filled
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Replies to questionnaires if the results are recorded and preserved in the Norwich University Archives or in a published report
3. Items that may be discarded directly from the office when they are no longer needed for administrative purposes include:
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All stationery, blank forms and unused printed or duplicate materials
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All other duplicate materials. Keep only the original copy and annotated copies
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Papers, reports, work-papers and drafts that have been published
4. 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; audiovisual materials documenting the development of Norwich University including, motion picture films, oral history interviews and video or audio tapes; maps; and architectural prints and plans documenting Norwich University’s growth and development.
WHEN IN DOUBT, DO NOT THROW IT OUT! This list is intended only as a general guide. If there are questions about records not listed here please contact us.
