The DCA is the steward of the University's permanently valuable records and collections created in any format, ensuring their permanent preservation and accessibility.
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Records access policies and retention schedules for individual records series are developed by the university archivist in conjunction with the originating office and are reviewed by university counsel when appropriate. Records are either scheduled for permanent retention or for destruction after a given period of time. The access policy and retention for a particular records series is included in its retention and disposition schedule. Schedules for all surveyed records series are available in the Retention and Disposition Schedules section of this web site.
All records are reviewed for material that contains sensitive or private information. As a result, individual records series may have restrictions placed on them that differ from the general restrictions listed below. The standard closure period of 20 years for general university records may be reduced or extended with the consent of the records creator in consultation with the university archivist.
Researchers who wish to view closed files may petition the records creator for written permission to view them. However, unprocessed records in any access category are open only to the records creator.
University records scheduled for permanent retention fall into one of three general categories.
Records that contain personal information about an individual or individuals. These may include, for example, student academic records, faculty and staff personnel records, and alumni office records. After processing, records of this type scheduled for permanent retention are closed for 75 years from date of creation or until the death of the individuals mentioned in the records, whichever is longer. Then, subject to review by the University archivist and the records creators, the records are open without restriction.
Records that were in general distribution at the time of their creation. These records generally include announcements, University publications, calendars, brochures, some committee reports.After processing, records of this type scheduled for permanent retention are open immediately without restriction.
Records of the administration of the University, its policies and programs, that do not fall into either category 1 or category 2. These include records from administrative and academic departments and of committees. After processing, records of this type scheduled for permanent retention are closed for 20 years from date of creation, then, subject to review by the University archivist and the records creators, the records are open without restriction.
For records series dated by academic year, access is restricted until after the end of the academic year. For example: records created in academic year 1974-75 are closed until July 1, 1995. For series dated by calendar year, access is restricted until after Dec. 31. For series dated by fiscal year, access is restricted until the end of the fiscal year.