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Records Management: Records Management Home

File Requests

The originating department is the contact for its records, and they cannot be accessed by other departments without approval. Files must be picked up and signed for at the Archives front desk. If you would like to request a file from your department, click here.

Departmental Retention Schedules

Contact Archives and Special Collections, Records Management to find your departmental record retention schedule. Please contact the Records Management office if changes need to be made to the schedule or to create a new form.

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Welcome to Records Management

Located in the Msgr. William Noé Field Archives & Special Collections Center, this office provides storage, preservation, retrieval and maintenance of business files from various campus offices. An additional aim of this service is to facilitate the scheduled destruction or retention of non-current and permanent non-archival University records in original or microfilmed form. Materials found in this area are available to researchers on a strictly limited and approval only basis.

What is a University Record?

University records consist of recorded information that is created or received by University employees in the course of performing official functions on behalf of the University.
 
Some examples:
  • Meeting minutes and agendas.
  • Official Univerisity contracts.
  • Final committee reports.
  • Files related to University litigation.
  • Student academic documents (forms, correspondence, etc.) that are NOT part of the student's permanent academic record.
Examples of materials that do not need to be retained:
  • Duplicate materials.
  • Items published by other department.
  • Blank forms.

Electronic Records

Generally, the same sorts of principles for managing records apply whether they are in paper or electronic format. Whether or not you keep a file, and how long to keep it, depends on its value, subject, and function. But managing electronic records involves a few additional considerations.
  • Establish a folder structure that allows you to easily locate and contextualize documents. It may make sense to align the structure with existing paper filing structures or with applicable retention schedules.
  • Name files in a consistent way, always including the date and enough information to describe the content of the file, e.g.: "RMAG_minutes_2012-05-12.docx." Underscores or different capitalizations work well for distinguishing between words, but periods do not.
  • For files that are to be retained longer than 5 years or so, file format obsolescence will become a problem. More sustainable file formats should be chosen accordingly. Contact the Archives for guidance.
  • Email messages which document a transaction, the formulation or interpretation of a policy, the substantive business of your office or department, or the historical development of Lawrence programs are also records and should be retained in accordance with existing retention guidance. In general, we recommend that you retain record emails on the server and file them in appropriate folders in your inbox. Do not delete emails that may require longer retention to stay under your inbox space quota.

 

(From Lawrence University RM site)

Contact Information

Archives & Special Collections Center
Walsh Library

(973) 275-2063
recordsmgmt@shu.edu

Inclement Weather Policy

Please reschedule your appointment for records transfer if there is any precipitation.