Library: College Archives

In this section

Records Management at Simmons College


General Records Schedule CAS Academic Departments

 

The following is a list of records and other materials commonly found in the administrative offices of Academic Departments of the College of Arts & Sciences at Simmons College.

Retention periods and recommended means of disposition for these records are provided.

This information is here to help you and your office!

Please note: this list is not exhaustive; if you note a type of record kept in your office but not found on this list, please contact the Records Manager.

If you have any questions or wish to schedule a private meeting with the Records Manager, please contact Jason Wood at x2441.



Student Records

  • Admissions application (not originals); Admissions materials (not originals); Acceptance letter; Academic Action Authorizations; Add/Drop Forms; Advising Worksheets; Placement/Test Scores; Student Work

Retention : 5 years after graduation/date of last attendance

Disposition : Send to College Archives at end of in-office use;

Archives will schedule destruction for appropriate time**


  • Student Thesis / Dissertation / Capstone Project

Retention : Permanent

Disposition : Send to College Archives at end of in-office use;

Archival collections remain available for departmental use and are closed to outside researchers pending departmental approval

 

 Employee Records

  • Application / Resume; Evaluations & Performance Reviews; Payroll Authorizations

Retention : While Employed

Disposition : Destroy/shred at end of employee’s service**

Record copy of these materials is held in Human Resources for ten years from employee’s date of last service


  • Application / Resume for Applicants Not Hired

Retention : Current fiscal year plus one previous year

Disposition : Send to College Archives at end of in-office use;

Archives will schedule destruction for appropriate time **


Budget Materials

  • Invoices; Petty Cash Logs; Purchase Orders; Budget Planning

Retention : Current fiscal year plus two previous years

Disposition : Deliver to College Archives at end of in-office use;

Archives will schedule destruction for appropriate time **

 

  • Annual Budget Report

Retention : Permanent

Disposition : Send to College Archives at end of in-office use;

Archival collections remain available for departmental use and are closed to outside researchers pending departmental approval

  

Course Materials

  • Syllabi & Other Course Materials

Retention : Permanent

Disposition : Send to College Archives at end of in-office use;

Archival collections remain available for departmental use and are closed to outside researchers pending departmental approval


  • Course Evaluations –Tenure-Track Faculty

Retention : Until Tenure Decision

Disposition : Destroy/shred at time of tenure decision**

  • Course Evaluations –Non-Tenure-Track Faculty

Retention : Five years

Disposition : Send to College Archives at end of in-office use;

Archives will schedule destruction for appropriate time **

 

Departmental Materials

  • Annual Reports; Correspondence / Memos; Committee Files; Meeting Minutes & Agendas; Program Review; Publications; Reports; Subject & Events Files

Retention : Permanent

Disposition : Send to College Archives at end of in-office use;

Archival collections remain available for departmental use and are closed to outside researchers pending departmental approval

Page updated: July 19, 2006

 

contact us | staff | hours | ask now