Guidelines

Guidelines

 Custom, convention and common sense must apply to the application of the
 foregoing Clarification of Policy, and the following is an attempt to explain its
 purpose:

 1.      Some records produced or received in the University will be of doubtful
          value for archival purposes and could be marked for destruction as soon
          as they have ceased to have a useful function. Examples are:

        (a)     “For information” copies of letters and memoranda

         (b)     Acknowledgements, unless they constitute a receipt for an
                  important document;

                (c)     Working papers where the conclusions have been written into
                         an official document and which are not required to support it;

                (d)    Stencilled, printed or photocopied duplicates, where the original
                         is held by the originating office;

                (e)     Invitations to and announcements of meetings;

                (f)      Unaltered drafts;

                (g)     Committee papers, where official copy is held in the originating
                         office.

        2.     The University will wish to preserve records in certain categories of
                which the following are examples:

                (a)     Records relating to University policy – papers produced by or
                         for Committees of the University, including their minutes;

                (b)     Records of all Committees of the University and of Departments;
 
                (c)     Records of legal importance – contracts, agreements, leases or
                         similar documents which enable the University to establish or
                         maintain a legal title;

                (d)     Records describing the organisation of the University, past and
                         present;

                (e)     Records which throw light on the teaching and research function
                         of the University;

                (f)      Records reflecting the relationship of the University with
                         benefactors;
 
                (g)     Records which illustrate the University’s relationship with
                         government and other bodies;

                (h)     Accounting records.

                Material in these or similar categories should be sent to the University
                Archive when it becomes inactive.

3.      It should be understood that the personal and professional papers of
      members of staff, although they may be held in departmental files, are not,
      strictly speaking, University records. However, it must be said that such
      papers can constitute an important historical source which can help to
      document the individual’s career and his/her contribution to the University
      as an institution. There will be occasions when personal papers provide an
      important insight into particular events or policies which will not be found in
      official University papers. Examples of such personal material are:

         (a)     Correspondence;

       (b)     Research notes;
      
       (c)     Manuscripts of published and unpublished papers;

                (d)     Diaries;
 
                (e)     Material documenting professional associations and civic duties.
  
                If members of staff wish to deposit such material in the University
                Archive, any stipulated restriction on the use of such material requested
                by the donor will be honoured.

         4.   Work is being carried out on the establishment of a Retention and Disposal
                Schedule, arrived at by an agreement between Departments and Offices
                on the one hand, and the Archive on the other. This will help clarify and
                delineate the examples given above.