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This schedule provides General Guidelines for the retention and transfer (to the University Archives) of University records designated as archival, particularly those of permanent historical value. This policy is applicable to all departments of the University.
Committees
e.g., Board of Trustees, University Aesthetics Committee, Brandeis 2000 Committee (including subcommittees), Community Relations Committee, University Committee on Disabilities, Conservation Committee, Handbook Adjudication Committee, Information Technology Council.
Agendas, minutes, supporting documentation, reports. Transfer annually, in consultation with the University Archivist, one copy to the University Archives.
Legal Opinions / Interpretations
Records will be maintained indefinitely by the Office of the General Counsel.
Strategic Planning Reports
A copy of all reports and supporting documents will be sent to the Archives.
Correspondence, Reports, Addresses
A. President
Review every 5 years, keeping and transferring to the Archives correspondence and other relevant records, e.g., presidential addresses, minutes and documents of the President's Cabinet, papers relating to policies, curriculum, development plans, reports received from schools and/or departments, reports submitted by the Board of Trustees.
B. Provost
Review, in consultation with the University Archivist, every 5 years, keeping and transferring to the Archives records of continuing value.
C. Deans
Review, in consultation with the University Archivist, every 5 years, keeping and transferring to the Archives records of continuing value.
D. Department Heads
Review, in consultation with the University Archivist, every 5 years, keeping and transferring to the Archives records of continuing value.
The official financial record is maintained by the Controller's Office.
Audit Reports
Keep permanently all relevant records. Transfer annually to the Archives reports of continuing value, e.g., annual report.
Investment Records
Transfer on a quarterly basis to the Archives one copy of the Endowment Pool Report.
The official building records are maintained by Facilities Management.
Master Planning / Space Planning
Review, in consultation with the University Archivist, every 5 years, keeping and transferring to the Archives records of continuing value.
Project Planning
Transfer documentation to the Archives 1 year after job completion. Review pending or non-completed projects every 5 years.
Blueprints / Drawings / Plans
Maintained permanently in Facilities Management for each building until building is demolished; transfer to the Archives.
Building Construction
Records include correspondence, meeting minutes and reports, contracts. Transfer to the Archives 3 years after construction is completed.
Gifts and Contribution Record
The official development records are maintained permanently by Development Systems and Services.
Alumni
Alumni records are maintained permanently by Development Systems and Services.
Transfer annually to the Archives materials such as reunion publications, recruitment announcements, newsletters, photographs, yearbooks for each class, Alumni Association meeting minutes, annual fund solicitation letters and brochures.
Transfer to the Archives annually reports such as Affirmative Action Community Review.
Employment Records are maintained permanently by Human Resources / Employee Relations.
Transfer annually to the Archives materials such as salary surveys; personnel policies and procedure handbooks; union contracts; senior management lists.
Committees, e.g. , Academic Priorities Planning Committee, University Curriculum Committee, Faculty, Senate
Transfer annually to the Archives, in consultation with the University Archivist, materials such as agendas, minutes, supporting documentation, reports pertaining to evaluations of internal operations, self-studies, accreditation, approved curriculum proposals, etc.
Bulletins / Course Catalogs
Transfer one copy to Archives.
Student-rated Teaching Evaluations
Transfer one copy of summary to the Archives.
Student educational records are defined as those records (any format) which contain information directly related to a student and are maintained by the University. The University's policy regarding appropriate access to student records is in compliance with the Family Educational and Privacy Act of 1974 (FERPA).
Student Recruitment Publications
Transfer one copy to the Archives.
Admission Reports (summary information relating to student admission programs, e.g., number of new students, advanced placement, grade point averages summaries.)
Transfer one copy to the Archives.
Registration Statistics Reports (statistical analyses and reports relative to student enrollment and registration)
Transfer one copy to the Archives.
Financial Aid: Scholarships, Grants, Assistantships and Awards (includes published information regarding requirements for awards, aggregate information about awards granted)
Transfer one copy of all published reports to the Archives.
Committees, e.g., Committee on Academic Standing, Committee on Student Affairs
Transfer annually, in consultation with the University Archivist, minutes, etc.
Student Conduct Records
Transfer one copy of the yearly summary to the Archives.
Honors Theses; Dissertations
Transfer one copy to the Archives.
Commencement Programs
Transfer one copy to the Archives.
Individual Student Folders
(May include such materials as application for admission and supporting documentation)
Transfer, four years after graduation, in consultation with the University Archivist, to the Archives.
Transcripts / Grade Rosters
The official transcripts / grade rosters are maintained permanently by the Registrar's Office.
IPEDS Reports
Transfer annually one copy to the Archives.
Committees, e. g., Student Senate; Graduate Student Association
Agendas, minutes, supporting documentation. Transfer annually, in consultation with the University Archivist, one copy to the Archives.
List of Official Student Organizations
Student Publications, e.g., Literary publications, handbooks, yearbooks
Transfer one copy annually to the Archives.
Transfer annually to Archives one copy of the Department's annual report; proposals, progress reports, final reports for non-active funded grants, contracts, and fellowships; issued patents.
Audio-Visual Materials
Productions relating to all activities on campus.
Media Services will maintain current academic year productions. The master copy and one use copy of each production will be transferred to the University Archives at the end of each academic year.
Note: Retention refers to University publications, e.g.
Annual Reports, Catalogs, Directories, Handbooks, Histories, Literary Publications, News Releases, Speeches/Presentations/Talks
Transfer one copy to the Archives.
Educational Events, e.g., Conferences, Institutes, Lectures, Seminars, etc.
Include such materials as, agendas, correspondence, handouts, publications, registration lists, reference materials, reports.
Transfer one copy to the Archives.
Official Events, e.g., Anniversaries, Awards, Convocations, Dedications, Memorial Services
Include such materials as, agendas, correspondence, handouts, publications, registration lists, reference materials, reports.
Transfer one copy to the Archives.
Social Events e.g., Concerts, Dances, Festivals, Receptions, Reunions
Include such materials as, agendas, correspondence, handouts, publications, registration lists, reference materials, reports.
Transfer one copy to the Archives.
Academic Activities Report
Publications (Monographs)
Transfer one copy to the Archives.
Please consult the Archivist for guidelines.
