Records Management at Brown University

University Archives collects the records of University departments and offices that are of enduring, permanent and historical value once they are past the period of active use. When files and office materials are transferred to University Archives, they become part of the permanent record of Brown University and cannot be recalled by the department or office that transferred them. They become part of the Library's special collections, and are subject to the same terms and conditions of use and reproduction as other items that form part of the Library's special collections. Transfer of records to University Archives from offices and departments of the University is considered permanent and irreversible. Thereafter, the records can be made available to departmental staff only in the Special Collections Reading Room of the John Hay Library.

University Archives does not accept, and cannot house, any University records that are still in use, whether active or inactive. Offices and departments are advised to ensure that they have no current or frequent need for any records intended for transfer to University Archives. Records sent to University Archives that are subsequently determined not to fit the mission of University Archives will not be retained. Please note that outdated transitory or temporary records lacking archival value should be destroyed on a routine basis, in accordance with an appropriate records retention schedule. Offices and departments with non-archival records that are ready for disposal may wish to consult the Office of Facilities Management, which can assist with the off-site storage of authorized records and will shred outdated records for a modest fee.  See Offsite Records Storage.

Review the Records Retention Schedule.  Below is an abbreviated list of the types of records University Archives collects:

• correspondence and files of the dean, director, or chair
• publications produced by your office, such as newsletters, brochures, and annual reports
• records of events that happened at Brown, such as programs and flyers
• records of program or curriculum development
• departmental minutes, committee minutes, and committee reports
• self-studies, histories, and accreditation reports
• records about symposia and special projects
• records about cooperative efforts with other institutions
• records about relationships with government, business or industry
• photographs and audio-visual material
• websites, blogs, and other electronic records

Below are types of records that do not have enduring historical value and should not be sent to University Archives:

• payroll records
• personnel records of any kind
• purchase orders and/or receipts
• travel authorizations and reimbursements

Contact the Archives

Once you have identified the records you would like to transfer, please complete the Brown University Archives Departmental Transfer Form.  If you have any questions please contact archives@brown.edu.

Staff will share an inventory spreadsheet with you.  The spreadsheet will ask for box names, folder names, dates or date ranges, and box numbers.  One finalized the inventory and it has been assessed by staff, you'll need to pack your records.

Pack Your Records

Generally, one drawer in a standard filing cabinet will fill two records boxes.  Try to keep the records in the order in which they were used in your office. University Archives prefers to receive records as they were originally used:

• Remove records from hanging files and binders.
• Keep folders in original filing order.
• Replace hanging files and binders with folders whenever possible.
• Do not include loose, unfoldered paper. All materials should be in folders.
• Do not include rubber bands on folders when possible as they decay and leave stains.
• Boxes should be full but do not overstuff your boxes.
• Once boxes are packed, please label the front of the box (short side) with the box number (Box 1 of 10, Box 2 of 10, etc.).

Arrange Records Transfer

Email archives@brown.edu once you have completed the inventory and packed the boxes.  Staff will need to know how many boxes are ready for transfer.

Transfer Electronic Records

University Archives also accepts transfer of permanent electronic records. There are a number of methods for transferring electronic records to the Archives, depending on the type and size of files. If you have electronic records to transfer, please note those in the inventory spreadsheet (on tab 2) and contact us at archives@brown.edu if you have any questions.