For the word of God and the testimony of Jesus Christ

Transfer Guidelines

The Cedarville University Archives is the repository for selected, non-current, inactive, official and unofficial University records that have sufficient value to warrant preservation and meet the collection parameters of the University Archives.

A. Records commonly transferred to the Archives

  1. Constitutions and by-laws, minutes and proceedings, reports of official University boards and committees;
  2. Selective administrative policy development office files: regulations, handbook decisions, etc.;
  3. Historical files documenting significant decisions, committee and task force reports, planning reports, questionnaires;
  4. Publications of administrators, faculty, staff, and alumni;
  5. Personal papers of Presidents (including appropriate office files); and selected papers of other administrators and faculty significant to the University's historical record;
  6. Publications: one record copy of yearbooks, journals, monographs, newsletters, brochures, posters, self studies, and announcements issued by the University or its subdivisions. [The Archives should be placed on University, departmental, and office mailing lists to receive all future publications];
  7. Audio-visuals: official or promotional photographs, films, sound and video recordings; misc. media depicting general university life will be retained selectively.
  8. Reports of external bodies about university operations: accreditation, audits, etc.;
  9. Academic program materials: curricula, feasibility studies, class schedules;
  10. Records of official events: dedications, celebrations, homecomings, etc.;
  11. Records and minutes of student organizations and university-sponsored associations.
  12. Artifacts and memorabilia: ONLY in the case of great importance to the history of the University and manageable in physical size and condition.

B. Records which will generally NOT be transferred to the Archives

Exceptions will be considered on an individual basis. These items will be normally retained elsewhere or regularly scheduled for disposal by the originating office.

  1. Records of financial transactions;
  2. General administrative and management office files;
  3. Student academic and employment records;
  4. University personnel records;
  5. Personal correspondence not related to University business nor of significance to the University's historical record;
  6. General operational office correspondence;
  7. All blank forms and unused printed or duplicated materials;
  8. All duplicate materials;
  9. Papers, reports, work papers and drafts, which have been published elsewhere.
  10. Miscellaneous candid visual and audio materials.

This list above is intended as a general guide. If there are questions about records not listed here or questions about the retention or disposal of specific records, please contact the University Archivist.

Transfer Process

Materials should be transferred in the order in which the creator of the records maintained them. A Transfer Form briefly identifying the material and describing the activity to which it relates should accompany the transfer. Forms are available from the University Archivist. Arrange all transfers with the University Archivist.

When In Doubt, Do Not Throw It Out!