Smithsonian Institution Archives

Acquisitions and Records Management

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

The Smithsonian Institution Archives (SIA) collects, preserves, and makes available the official records of the Smithsonian Institution, the papers of Smithsonian scholars and other staff members, and the records of related professional organizations. It carries out a program of records management services for Smithsonian offices, advising them on the disposition of records and pertinent documentary materials, and operates a Records Center for the temporary storage of scheduled records. The SIA Archives and Information Management (AIM) Team facilitates the management of active records and the transfer of inactive ones to the Archives or its Records Center.

The AIM Team ensures that institutional records of administrative, legal, fiscal, historical, and research value are identified and preserved, and that non-essential records are discarded or destroyed in a timely manner according to established schedules. In addition, the AIM Team facilitates future use of permanently valuable records by staff and researchers through basic preservaion techniques and a variety of descriptive practices.

Managing Active Records	Guidance for how to manage records in your office.

Appraising Records	Guidance for handling records no longer needed in your office. See also the Appraisal Methodology.

Transferring Records	Instructions for sending records to the Archives.

Discarding Records	Instructions for disposing of your records.

Retrieving Records	Contact osiaref@si.edu to request retrieval of records in the Archives' holdings. If possible, please provide collection number, box number(s), and date needed. If you cannot provide this specific information, a reference archivist will assist you. Information about resources to help you find the records you need can be found under Research Resources.

Contact Information	List of Archives and Information Management Team members who serve as liaisons to each SI unit.

Frequently Asked Questions	Answers to other frequently asked questions about records management and records transfers.

Records Disposition Schedules	Instructions governing retention and disposition of current and noncurrent recurring records series of an organization or agency. (SI-Only)

Electronic Records	Guidance for managing electronic records.

Records Management Presentations	Power Point presentations and handouts from recent presentations.

Glossary of Records Management Terms	Frequently used terms to help guide you through the records management and records transfer process.