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INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning libraries and archives at Yale. Specific topics of interest
include:
- Acquisition strategies and collection development policies;
- Collection management and preservation policies;
- Access, use, and outreach policies and trends;
- Services, initiatives, and activities in Yale's libraries and archives;
- Strengths of Yale collections;
- Provenance and value of rare books, manuscript collections, and artifacts;
- Professionalism among librarians and archivists; and
- Community involvement and support of libraries or archives' programs.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Annual reports from libraries, archives, and their divisions
- Appraisal records documenting the value of collections and artifacts
- Acquisition,
provenance, and disposition records for rare books, collections, and
artifacts
- Collections management
records including accession records, authority records, periodic snapshots
of records in a catalog system, deaccession records, preservation
records, reference guides, and finding aids
- Donor files
- Exhibit publications, descriptions, and layout and design records
- Friends or volunteer group meeting minutes, reports, and publications (2 copies)
- Minutes and supporting materials from library and archives committees
- Policies and procedures governing the activities of libraries and archives
- Publications concerning the activities and services of Yale's libraries and archives
- Published catalogs of the holdings of libraries and archives
- Records management schedules and authorizations to destroy records
- Topical files
and correspondence of the university librarian, associate university
librarians, and department directors
- Summarized statistics
and reports concerning use of collections, patrons and visitors, accessions,
and collection management
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Office of record
Yale's libraries, archives, and the Provost's
Office maintain the record copy of documentation concerning this function.
Individual units that are not responsible for the creation of such
records, but that maintain duplicates of such works or related materials,
should destroy these files after they are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Bindery records
- Borrower's records. Destroy after all transactions are complete or until superseded.
- Call slips or item paging records
- Circulation records.
Destroy fees and fines records 7 years after reconciliation.
Destroy other circulation records 1 year after active use.
- Collection and artifact loan records
- Fees and fines records
- Interlibrary loans (ILL) records. Destroy 3 years after active use.
- Patron or visitor records
- Purchasing records or ordering forms
- Shelf lists. Destroy after superseded.
- Vendor or dealer agreement records and correspondence
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Course reserve records
- Data entry records
- Raw statistical data
- Reference request
records. Depending on local use, these records may be kept
indefinitely.
- Shipping records
- Vendor and dealer information
- Working materials for exhibits
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