In support of Indiana State University’s mission, University Archives is the official repository for university records, faculty papers, and student materials of enduring historical, administrative, or legal value. For records regulated by legal or audit requirements, limited storage space is available and records destruction will be confirmed with your office when the retention period passes. By following these guidelines, you preserve the history of ISU and your department, provide transparency and accountability to major decisions, and protect the university by disposing of records that have expired their necessary retention period.
A retention schedule that lists common university records, when they can be disposed of, and whether they should go to Archives is available here.
To ensure that records remain accessible and easily retrievable, follow the steps below:
Storage boxes are to be no larger than the following dimensions: 15”x12.5”x10” (LxWxH). It is recommended that permanent records should be stored in archival (acid-free) boxes. Vendors who offer acid-free boxes include Gaylord and Hollinger.
For photograph prints and negatives, attempt to determine who photographed the image, who is pictured, what event is pictured, and when the photograph was taken. If this identification information is available, include this information on a separate page with the photos.
*A records series is a group of records that serve the same function for your office and are normally filed together. Examples include: Minutes, Employee Personnel Files, Event Programs, etc.
Follow the steps outlined below for the transfer of digital records:
Digital records are, in some ways, more fragile than paper-based records. Changes in software and hardware occur rapidly making accessing records difficult over time. To aid in the long-term preservation of digital records, it is strongly recommended that arrangements to transfer digital records take place on an annual basis.