In accordance with the UMBC Policy on Records Management, the University Archives is the designated repository for records of enduring value made or received officially by UMBC and for other materials of historical value related to the function and history of UMBC (hereinafter "the University"). The University Archives is administered by the Special Collections department in the Albin O. Kuhn Library & Gallery. If and when records or other items are no longer needed for ordinary conduct of business by the office of origin or its successor(s), the responsible administrator(s) should notify the University Archives to make arrangements for transfer of permanently valuable materials to the Archives; records that have not been designated as permanently valuable should be destroyed according to the schedule as outlined in the Policy on Records Management.
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Office records should be transferred to the University Archives using stated transfer procedures. Records should be transferred as arranged in actual use, since their organization reflects the functioning of the office of origin. Offices may request acid-free record cartons from Special Collections. Transferred records should be labeled and include a folder or box listing to aid the storage, description, and retrieval of records. After transfer, University Archives staff will process the records, which includes reviewing the records for content, destroying inappropriate items, rehousing items according to preservation standards, and then making the items available for public research. All materials transferred to the University Archives are open for public research; unprocessed records will need to be reviewed by Special Collections staff prior to use.
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/wiki/spaces/libraryguidelines/pages/29130948 and Appendix A: "Records Retention....Schedule"
UMS BOR VI-6.10
President M. Hooker, memo dated 11/4/91 concerning "Preservation..."
Guideline revised 09/12/2008, LW, LL