ACADEMIC SUPPORT: MUSEUMS AND GALLERIES

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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 include:

• 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.
   

Archival records (Permanent records should be transferred to the Archives.  Please arrange timing and frequency of records transfer with Archives staff.) 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.

• 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  Destroy after superseded.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.