If your office is responsible for creating or maintaining the official copy of a record (the office of record), it is your responsibility to transfer records of permanent historical value to the Archives when they are no longer actively needed for administrative purposes. Records may exist in any format and can include paper files, emails, digital documents, photographs, audiovisual materials, databases, architectural drawings, meeting minutes, reports, and other materials created or received while conducting College business.
Use the "Is it a Record?" decision chart to determine whether your materials qualify as official College records. When in doubt, leave the materials in the files you transfer. Archives staff will evaluate the documents when your records are processed.
Records Commonly Transferred to the Archives
Examples of records that may warrant permanent retention and transfer to the Archives include:
- Administrative policy and procedure documents.
- Official College publications, including handbooks, newsletters, catalogs, reports, and select materials documenting academic programs.
- Minutes, agendas, reports, and supporting documentation generated by FLC committees, councils, task forces, and governing bodies.
- Records documenting the establishment, development, and administration of Fort Lewis College programs, departments, grants, and other significant campus initiatives.
- Final reports, correspondence, and documentation that provide evidence of significant College decisions, policies, operations, or achievements.
- Records from the Office of the President, Vice Presidents, Deans, major academic and administrative units, and other offices with institution-wide responsibilities.
- Formal budget submissions and other records documenting major institutional planning and decision-making processes.
- Final versions of significant case files, project files, and administrative records documenting College activities or initiatives.
Special Record Types
Personnel records:
- Human Resources maintains all official personnel records, but duplicate and convenience copies are sometimes kept throughout campus. Before disposing of any personnel records, please contact Human Resources.
- Personnel records pertaining to unsuccessful applications for a position should be kept for three years after the position has been filled.
Student records:
Applications, transcripts, and other official student records are maintained in the offices of Admissions and/or Records. As with personnel records, duplicates and additional materials often are found in other College offices. Contact the appropriate office for instructions regarding the disposition of any official student records, and the College Records Manager for information about handling other student records.
Retention Requirements
Not all records are retained permanently. For detailed retention requirements, please see the section on Record Retention Schedules.