Use the "Is it a Record?" decision chart to determine whether your materials qualify as official College records. When in doubt, do not dispose of records. Leave materials in the files you transfer, and Archives staff will evaluate them during processing.
Non-Record Materials
The following materials are generally considered non-records and may be discarded without additional authorization once they are no longer needed for reference or administrative purposes:
- Convenience copies maintained solely for ease of reference.
- Duplicate records when the duplicate's accuracy has been verified and the official copy has been retained by the office of record.
- Excess stock of blank forms, publications, and printed materials.
- Reference materials such as books, catalogs, brochures, newsletters, advertisements, and other publications acquired solely for reference or exhibition and not serving as the official College copy.
- Routine drafts and working papers, unless they contain significant annotations, comments, or evidence of important decision-making processes.
- Routine correspondence, including transmittal letters, meeting announcements, acknowledgments, reservation confirmations, travel itineraries, address changes, and requests for general information that do not document College decisions or activities.
- Routine memoranda concerning matters such as holiday schedules, office announcements, or other administrative housekeeping functions. Conversely, please send the Archives memoranda that concern policies, procedures, and capital investments/collections.
- Convenience copies of budget documents maintained outside the office of record.
- Multiple copies of documents and photographs.
- Blank forms, supply and vendor catalogs, advertisements and promotional materials not produced by your department, and obsolete equipment manuals and warranties.
- Envelopes, unless they contain significant annotations or information not found elsewhere.
Personal Papers
Not all materials maintained by College employees are College records. Personal papers relate to an individual's private affairs and do not document the transaction of College business.
Examples include:
- Materials created before employment at Fort Lewis College.
- Personal correspondence.
- Diaries, journals, and personal notes unrelated to College business.
- Records relating solely to private business interests, professional activities outside the College, or political associations.
- Personal teaching materials, such as lecture notes and instructional aids maintained for individual use.
Personal files should be maintained separately from official College records whenever possible. When both personal and College business appear in the same document, the portion documenting College business should be retained as a College record.
Materials labeled "personal," "private," or "confidential" are not exempt from records requirements. If such materials are used in the conduct of College business, they may constitute College records and should be managed accordingly.
The College encourages employees to consult with the Archives Manager regarding the potential donation of personal papers that document significant professional contributions to Fort Lewis College.