|INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning its museums and galleries. Specific topics of interest
- Planning for exhibits;
- Planning of exhibits to correspond with course curricula and research initiatives;
- Relationships with Yale alumni and donors;
- Initiatives to foster culture;
- Acquisition strategies and collection development policies;
- Use of collections by the Yale community and beyond;
- Access policies for the Yale community and beyond; and
- Outreach efforts directed towards the Yale community or other audiences.
requiring temporary retention for legal purposes
| Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
- Accession records
- Acquisition records
- Administrative reports and correspondence
- Appraisal records
- Collection inventories
- Correspondence with trustees
- De-accessioning records
- Deeds of gift
- Donor lists
- Exhibit records
- Guest registers
- Insurance records
- Minutes from committees and governing bodies
- Policy and procedural documents
- Publications (2 copies) produced expressly by or for the museum or gallery
- Records documenting lectures or presentation sponsored by the museum or gallery
- Topical files from the provost's office and the directors of museums and galleries
Office of record
The provost and each museum and gallery maintain
the record copy of documentation concerning this function. Individual
offices that are not responsible for the creation of such records,
but that maintain duplicates or related materials, should destroy
these files after they are no longer needed.
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Catalog of holdings. Destroy after superseded.
- Loan records. Destroy 10 years after return of item.
- Patron and visitor records
- Requests for catalogues, publications, photographs, and other duplicative materials
- Routine correspondence and memoranda. Destroy after 2 years.