Records Authority Statement
Approved by the Board of Trustees, February 9, 2001
This Statement has been superseded by the University Records Policy, approved February 22, 2007.
The Tufts University Archives was established by the Board of Trustees in 1962 in recognition of the need to preserve official University records, files, and documents of permanent value. This statement further clarifies the authority and responsibility of the University Archives.
All administrative offices of the University, and members of the faculty whose performance of administrative duties, e.g., committee responsibilities, or chairs of academic departments, put them in possession of files, records, or documents concerning their official duties, are expected to observe the following guidelines:
- The records of the official activities of the university, including papers and correspondence, official printed material, minutes, committee files, financial, and associated records in any format, are the property of Tufts University and may constitute archival material.
- Archival material in University offices may not be destroyed or placed in storage without the approval of (a) the supervising department where the records accumulate, and (b) the office of the University Archives.
- The staff or faculty member in charge of the department where the records accumulate, or the staff or faculty member in charge of the records of official committees, in consultation with the office of the University Archives, and in compliance with state and federal laws and university records schedules will be responsible for deciding how long inactive records are to be retained in and under direct control of the office, prior to disposition (i.e., destruction or transfer to the archives).
- Material selected for preservation shall be sent to the University Archives in accordance with a records schedule developed by the University Archives, in consultation with the staff or faculty in charge of the department where the records accumulate. All records preserved in the Archives remain the records of the office of origin and may be withdrawn at any time by that office for its own use. Material scheduled for destruction shall be destroyed in accordance with the procedures called for in the records schedule developed by the University Archives, in consultation with the staff or faculty in charge of the department where the records accumulate.
- The office of the University Archives shall consult with appropriate staff or faculty regarding any special conditions of access that may be placed on any category of records. It is understood that in the absence of specific restrictions, all materials transferred to the Archives will be open to researchers on a non-discriminatory basis according to the general policy on access to the collections.
The University Archives welcomes the offer of privately owned material bearing on the history of the University, provided that the Archives incurs no obligation to retain such material as an integrated collection or in any prescribed form.