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Retention Guidelines for Other Records

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This section provides general guidelines for the records of faculty, committees, faculty and student organizations, and all other records.

To practice good record keeping, you are encouraged to use the guidelines reported below for the retention of documents in the various divisions, and the office of the President of Oberlin College. A pattern of consistency in the care of records will assist your office in many ways — especially in preventing the loss of records and in the saving of staff time. Information that is retained in hard copy or electronic files is the property of Oberlin College.

Faculty Papers

All faculty files relating to their teaching, service to the institution and scholarship are received as unofficial papers and thus acquired under a "Deed of Gift."

Records of a permanent (archival) character include papers created or reviewed of individual faculty members:

  1. Professional files
  2. Course syllabi
  3. Publications
  4. Awards and other forms of recognition

Committee Records

The chairman of any committee appointed by any of the faculties or College Administration is responsible for the records of that committee. Arrangements should be made with the College Archives to transfer non-current committee records to it at regular intervals.

Faculty and Student Organizations

The records of any faculty or student organization which received College monies for its operations are subject to consideration under this schedule.

"Quasi-Official" and "Nonofficial" Facult and Student Organizations

It is the intent of the College Archives to accept and preserve the records of any organization involved with campus activities. The officers of all student and faculty groups are requested to consult the Archivist about the disposition of their records.

Records not on retention and disposal schedules

With the continuing expansion of College Administrative responsibility, and the resultant reshuffling of both office authority and space, the possibility arises that records important to the functions of the College might be misplaced. In the event an office finds in its possession College Records not covered by this General Records Retention and Disposition Schedule or a special schedule prepared for that office, the office should notify the Archivist.