Collections Management and Care Records Disposition Schedule

The dispositions in this schedule pertain to records created in typical circumstances; any unique situations may require consultation with the Archives and Information Management Team. The disposition actions described in the schedule apply only to inactive and semi-active records; active or working records should remain available and on-premises until they are no longer needed, at which time the instructions in the schedule are to be applied.

See Transferring or Destroying Records for next steps in carrying out a disposition. See the glossary for definitions of many of the terms found in the schedules.

 Series Title Series Description Disposition Likely Offices of Record
Animal Diet Records Pertaining to food preparation and feeding of animals. Originals: Transfer to Archives. Copies: Destroy when no longer needed. NZP
Animal Keeper Reports Daily observations by keepers of individual animals' behaviors, breeding, or other significant events. Materials include reports and log books. Originals: Transfer to Archives. Copies: Destroy when no longer needed. NZP
Animal Medical Records Detailed medical histories of each individual animal including health certificates, anesthesia, parasitology exams, prescriptions, vaccinations, contraceptives and de-wormers, blood work, urinalyses, and x-rays. Originals: Transfer to Archives. Copies: Destroy when no longer needed. NZP
Animal Pathology Log Log of pathology activity. Originals and Copies: Destroy when no longer needed. NZP
Collections Data Pertaining to data maintained in collections information management systems. Information includes accession and deaccession data, descriptions, object images, and locations of collections. Originals: Maintain permanently in unit. Copies: Destroy when no longer needed or according to unit policy. Registrar/collections management offices, SIL, Archival units
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Collections Management Files Records pertaining to the acquisition, history, value, care, movement, and deaccession of objects and collections. Materials include accession records, catalog cards, deeds of gifts, invoices, research materials, object images, condition reports, insurance records, historical information, clippings, deaccession forms, and declined acquisition information. Originals: Maintain permanently in unit. Copies: Destroy when no longer needed or according to unit policy. Registrar/collections management offices, Conservation units, Curatorial offices, SIL, Archival units
Committee Records Pertaining to SI and unit committees. Materials include agendas, minutes, reports, by-laws, charters, and related materials. Originals: Transfer to Archives. Copies: Destroy when no longer needed. Committee chairs
Contracting Officer's Technical Representative (COTR) Records Pertaining to COTR's interaction with the contractor and site representative. Materials include email and paper correspondence related to work authorizations, problems, delays, modifications, and terminations as well as reports and progress plans. Originals: The COTR should work with the Contracting Officer to determine which records should become part of the permanent contract file maintained by OCon&PPM. Destroy records not required by OCon&PPM 6 years, 3 months after close of account. Copies: Destroy when no longer needed. COTR
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Contracts Pertaining to individuals, vendors, and services, including copies of contracts, correspondence, statements of work, project bids, and price quotes. Originals: Transfer to Archives. Copies: Destroy 6 years, 3 months after close of account. OCon&PPM, SE
Departmental Files Pertaining to the administration and activities of individual departments within a museum or other large unit. Materials include memoranda, reports, meeting materials, notes, and related materials. Originals: Transfer to Archives. Copies: Destroy when no longer needed. Department heads/chairs, Administrators who oversee several departments
Director's Subject Files Pertaining to the files of the Director and other upper-level staff of museums, research centers, and SI-wide programmatic and administrative offices. Materials include correspondence, email, memoranda, reports, meeting materials, professional activity files, notes, and related materials documenting overall administration of the unit, professional outreach, development, public affairs, and relations with other SI units and non-SI organizations. Originals: Transfer to Archives. Copies: Destroy when no longer needed. Secretary, Under secretaries, Directors/deputy directors
Disaster Preparedness Records Includes disaster preparedness response plans and procedures, training and staff orientation meeting information, emergency organizational flow charts, safety plans, and chemical hygiene records. Originals: Transfer to Archives. Copies: Destroy when no longer needed. OPS
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Environmental Control Records Pertaining to the monitoring of environmental conditions in collection storage areas and exhibit space. Materials include hygrothermograph charts, data logger records, and statistical reports. Originals and Copies: Destroy when no longer needed. MCI, Conservation units, Registrar/collections management offices, SIL, Archival units, NZP
Exhibition Records Pertaining to the design, execution, and installation of exhibitions. Materials include correspondence, memoranda, concepts, proposals, scripts, label texts, catalogs, promotional materials, clippings, installation photographs, floor plans, drawings, graphics, checklists, schedules, visitor comment books, notes, and related materials. Originals: Transfer to Archives. Copies: Destroy when no longer needed. SITES, OEC, Curatorial offices, Exhibition design offices, Public affairs offices, Publications units, Directors/deputy directors, Programmatic offices
Exhibition Working Files Pertaining to the research and planning of exhibitions. Materials include logistical files, research materials, object photographs, drafts, accounting files, travel files, copies of materials created by other offices, design samples, and related materials. Originals and Copies: Destroy when no longer needed. SITES, OEC, Curatorial offices, Exhibition design offices, Public affairs offices, Publications units, Directors/deputy directors, Programmatic offices
Intellectual Property Accounting Files Purchase orders and contracts containing intellectual property rights. Originals: Maintain in unit. Copies: Destroy when no longer needed. Individual Units
Loan Files Pertaining to incoming and outgoing loans. Materials include correspondence, condition and facility reports, loan agreements, insurance information, shipping records, treatment reports, and object descriptions and images. Originals: Transfer to Archives or maintain permanently in unit, whichever is in accordance with unit policy. Copies: Destroy when no longer needed or according to unit policy. Registrar/collections management offices, Curatorial offices, SIL, Archival units
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Object Analysis Records Pertaining to the scientific analysis of natural effects on objects. Materials include statistical summaries; notes; study charts; and information regarding applied standards on the effects of light on materials, photomicrography film tests, object pigmentation, and other technical topics. Originals: Maintain permanently in unit. Copies: Destroy when no longer needed or according to unit policy. MCI, Conservation units
Object Images Photographs, slides, and other images of objects from the collections. Originals: Maintain permanently in unit. Copies: Destroy when no longer needed or according to unit policy. Registrar/collections management offices, Curatorial offices, Museum imaging departments, Archival units, SIL
Object Treatment Records Historic descriptions of each object, treatment reports, drawings, photographs, object inventory lists, condition statements, correspondence, purchase information, radiography images, checklists, and notes. Originals: Maintain permanently in unit. Copies: Destroy when no longer needed or according to unit policy. MCI, Conservation units, SIL, Archival units
Pest Management Files Pertaining to integrated pest management. Materials include pest control logs and pest inspection reports. Originals and Copies: Discard when no longer needed. OFEO, Registrar/collections management offices
Policies and Handbooks Policy statements, directives, and handbooks, as well as supporting documentation of their development. Supporting documentation includes correspondence, memoranda, meeting notes, and reports. Originals: Transfer to Archives. Copies: Destroy when no longer needed. OPMB, Central administrative offices, Other units issuing policies and handbooks
Professional Activities Files Pertaining to professional conferences, symposia, and workshops in which staff formally participated as a speaker or organizer. Materials include papers, lecture materials, photographs of colleagues, conference programs, correspondence, agendas, minutes, proceedings, and related materials. Materials related to conferences in which staff only participated as an attendee are not considered to be institutional records and are not subject to disposition requirements. Originals: Transfer to Archives. Weed logistical and travel files. Copies: Destroy when no longer needed. Individual staff
Public Inquiries Routine inquiries about specific objects, museum collections, and SI in general. Materials include incoming and outgoing correspondence. Originals: Destroy 3 years after date of final response. Copies: Destroy when no longer needed. Registrar/collections management offices, Curators, Scientists, Public affairs offices, OVS
Rights and Reproduction Permissions (Granted) Permissions granted by SI for use of SI images by non-SI individuals and organizations. Materials include correspondence and related materials. Originals: Destroy when 7 years old. Copies: Destroy when no longer needed. Museum imaging departments, Curatorial offices, Registrar/collections management offices, Archival units, SIL
Rights and Reproduction Permissions (Received) Permissions received by SI for the use of non-SI images, writings, and other materials in SI publications, productions, and exhibitions. Originals: Maintain permanently in unit. Copies: Destroy when no longer needed or according to unit policy. Publications offices, Curatorial offices, Education offices
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