Weeding Files

NEW - The Records Management Team is now the Archives and Information Management Team.

When preparing records for transfer to the Archives, please discard the categories of materials listed below. The result is significant savings in storage space and faster and more efficient retrieval of information for research purposes. Extensive weeding is necessary when the records contain large numbers of information or duplicate copies of documents. Transfer only those materials that are original to your unit or that you play an active role in creating. The records listed below will not be transferred to the Archives unless your office is the "office of record" (i.e., the originating office).

1. Drafts: Archives should receive only the final version of a document. Transfer draft copies only when significant comments or annotations appear.

2. Routine Correspondence: Including letters of transmittal or cover letters that merely forward an enclosure and add nothing to the content of the item transmitted; meeting announcements; address changes; invitations; acknowledgments; reservations; confirmations; travel itineraries; and routine requests for general information, such as brochures and catalogs.

3. Memoranda: Only those memoranda sent by your unit bearing on your programmatic responsibility should be transferred to the Archives. Discard those concerning routine matters, such as holidays, vacation schedules, etc. Retain those concerning policies, procedures, and collections.

4. Routine Administrative Records: Including copies of purchase orders, travel vouchers, requests for building services and maintenance, time sheets, applications for leave, training files, etc. Consult the records disposition schedule or Archives and Information Management Team liaison for your unit to determine how long original records must be retained.

5. Email: Routine emails (see description of routine correspondence above) and emails sent to general distribution lists may be discarded. If an email contains all prior threads of the discussion, the previous emails should be discarded.

6. Research Material: Clippings; photocopies of published materials; and photocopies of archival materials collected as background, informational, or research material. Maintain research material at unit for as long as it is useful.

7. Object Photographs: Original and copies of images of objects in a museum collection, objects borrowed from other collections, and objects considered for use in exhibitions. Maintain object photographs at unit.

8. Miscellaneous: Multiple copies of documents or photographs; supply and vendor catalogs; envelopes (unless annotated); blank forms; advertisements and promotional materials; and obsolete equipment manuals and warranties.