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Records Schedule: General Administrative Records

List of Schedules

Schedule Number Record Series
910 Meeting Minutes and Agenda
915 Reports
920 Appointment and Event Calendars
930 Still and Moving Images
935 Event Records
940 News Clippings
950 Histories
960 Policies and Procedures
970 Speeches and Presentations
975 Publications
980 Subject and Project Files

Warning

Do not follow this records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.


Meeting Minutes and Agenda
910
These records document the orders of business and proceedings of meetings held by departments, offices, and other entities.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Permanent Transfer to Digital Collections and Archives
Unofficial Copy See Notes Until no longer needed Confidential Destruction

Notes Most departments and offices produce many copies of minutes and agenda. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unofficial copies and should be managed accordingly. Minutes can document meetings with a varying degree of detail, from summarizing what everyone says at a meeting to only recording votes. Determine how a meeting needs to be documented before writing the minutes.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 1998-02-01
Updated 1998-03-01, 1998-07-01, 2008-08-14


Reports
915
These include periodic or special reports that document any activity or project.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Permanent Transfer to the Digital Collections and Archives
Unofficial Copy See Notes Until no longer needed Confidential Destruction

Notes Most departments and offices produce many copies of reports. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unofficial copies and should be managed accordingly.
References
University Records Policy
Approved Digital Collections and Archives
Effective Date 1998-02-01
Updated 2001-08-09, 2001-12-01, 2002-02-25, 2008-08-14


Appointment and Event Calendards
920
Appointment calendars document day-to-day activities of a department or office or staff member. Event calendars document events at a department, office, school, or campus. Appointment and event calendars may include but are not limited to desk calendars, daily planners, appointment schedules, and electronic calendar systems.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Appointment Calendars of Staff and Faculty: Until no longer needed

Appointment Calendars of Senior Administrators: Consult with the Digital Collections and Archives

Event Calendars: Permanent

Appointment Calendars of Staff and Faculty: Confidential Destruction

Appointment Calendars of Senior Administrators: Consult with the Digital Collections and Archives

Event Calendars: Transfer to the Digital Collections and Archives

Unofficial Copy NA NA NA

Notes None
References University Records Policy
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2002-05-01, 2008-08-14, 2008-10-02


Still and Moving Images
930
Still and moving images provide audio-visual documentation of university activities, events, students, faculty, and staff. Still and moving images are typically used for student recruitment, fund-raising, publicity, publications, research, or teaching. Still and moving images include fully identified photographs in print, negative, and slide formats; video recordings; film; and audio recordings in all formats.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Permanent, See Notes Transfer to Digital Collections and Archives
Unofficial Copy See Notes Until no longer needed Confidential Destruction

Notes Most departments and offices produce many copies of still and moving images. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unofficial copies and should be managed accordingly. Generally, the Digital Collections and Archives does not accept unidentified still or moving images; consult with the Digital Collections and Archives for details.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 2000-11-01
Updated 2002-05-01, 2008-08-14


Event Records
935
These records document events and event planning. These records may include but are not limited to notes, vendor information and correspondence, event programs and publicity, attendance data, correspondence, and accounts payable records.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Permanent Transfer to the Digital Collections and Archives
Unofficial Copy NA NA NA

Notes Many event records have transitory documents which may be confidentially destroyed when they are no longer needed or before they are transferred to the Digital Collections and Archives. Accounts payable documents in event records should be managed according to the Accounts Payable records schedule.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 1998-02-01
Updated 2000-01-01, 2000-02-01, 2008-08-14


News Clippings
940
News clippings are usually assembled to document the activities of a department, office, or program, or project.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Until no longer needed Consult with the Digital Collections and Archives
Unofficial Copy NA NA NA

Notes None
References University Records Policy
Approved Digital Collections and Archives
Effective Date 2001-10-01
Updated 2001-12-01, 2008-08-14


Histories
950
Histories may concern departments, offices, programs, schools, the entire university, or any other aspect of Tufts.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Permanent Transfer to the Digital Collections and Archives
Unofficial Copy See Notes Until no longer needed Confidential Destruction

Notes Most departments and offices produce many copies of histories. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unoffical copies and should be managed accordingly.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 2001-10-01
Updated
2008-08-14


Policies and Procedures
960
Policies and procedures document a department, office, program, school, or the entire University’s values, rules, activities, and processes.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Permanent Transfer to the Digital Collections and Archives
Unofficial Copy See Notes Until no longer needed Confidential Destruction

Notes Do not overwrite policies and procedures when making updates or revisions. Most departments and offices produce many copies of policies and procedures. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unoffical copies and should be managed accordingly.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 1998-08-01
Updated 1999-10-01, 2001-12-01, 2002-03-01, 2008-08-14


Speeches and Presentations
970
These many include texts, slide presentations, or recordings of speechs and presentations.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Permanent

Documents Supporting Speech and Presentation creation:
Retain until no longer needed

Transfer to the Digital Collections and Archives

Documents Supporting Speech and Presentation creation:
Confidential Destruction

Unofficial Copy See Notes Until no longer needed Confidential Destruction

Notes Most departments and offices produce many copies of speeches and presentations. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unoffical copies and should be managed accordingly.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 1998-02-01
Updated 2008-08-14, 2011-08-12


Publications
975
Publications may be produced by any department or office in any format. Publications document the activities of a department, office, program, school, the entire University, or any other aspect of Tufts. Types of publications may include but are not limited to web publications, catalogs, books, magazines, newsletters, handbooks, yearbooks, directories, brochures, pamphlets, media guides, guidebooks, proceedings, programs, and flyers. Departments and offices also generate supporting material to produce a final publication.

Record Holder Retention Period Disposition
Official Copy Offices and Departments Final Publications: Permanent

Supporting Materials: Until no longer needed

Final Publications: Transfer to the Digital Collections and Archives

Supporting Materials: Confidential Destruction

Unofficial Copy See Notes Until no longer needed Confidential Destruction

Notes Most departments and offices produce many copies of publications. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unoffical copies and should be managed accordingly.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 2000-11-01
Updated 2002-05-01, 2008-08-15


Subect and Project Files
980
These files are usually an assembled mix of document types about a topic, project, or entity.

Record Holder Retention Period Disposition
Official Copy Departments and Offices Permanent Transfer to the Digital Collections and Archives
Unofficial Copy NA NA NA

Notes Many subject and project files have transitory documents which may be confidentially destroyed when they are no longer needed or before they are transferred to the Digital Collections and Archives.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 2000-02-01
Updated 2001-04-01, 2008-08-14