University Archives: Records Management
Stony Brook University has adopted a de-centralized records management system. Under this system, individual academic and administrative units are authorized to maintain their own departmental records in accordance with the 1977 State University of New York Records Retention Schedule. Special Collections and University Archives accepts material that is of permanent value as defined by the 1977 schedule or fall within the department's collection development policy.
Records Transfer Procedure
Retention Schedule: State University
of New York
Supplemental Rentention
Schedule: Stony Brook University
The records of permanent value that should be transferred to the
University Archives are listed within the University
Archives Retention Schedule. Records should be transferred to
the Archives on a yearly basis and the original order of these documents
(order in which records were created and used) should be maintained.
Please
contact staff prior
to transfer date to discuss amount and type of records being transferred
as well as to set a pick-up or delivery date.
Transfer materials to record center boxes in the order in which they
were created and used. Boxes should then be closed by folding in
flaps or placing lids on top of the boxes. Tape is not neccessary,
unless the boxes are being shipped.
Number each box in pencil and and include a letter stating the following:
name of transferring agency or department; record
series title/name; brief description of use; inclusive dates;
estimated volume, brief description of contents; name of person authorizing
transfer; and access restrictions.
Upon receipt, a letter of acknowledgement will be issued by the department.
Retention Schedule: State University of New York
1977 SUNY Records Retention Schedule (PDF
file 3.3MB)
Note: This schedule is currently in the process of being revised. Until
such time as a newly revised schedule has been approved by the SUNY
Board of Trustees, Stony Brook University is advised to follow the
1977 schedule in conjunction with the State Archives and Records Administration’s
(SARA) General Retention and Disposition Schedule for New York State
Government Records (April 2002). Additional Record Disposition Authorizations
(RDAs) may be obtained from the Office of the Vice President for Administration
or University Counsel (see below).
General
Retention and Disposition Schedule for New York State Government Records (April
2002)
Special Collections and University Archives has excerpted entries from
the 1977 schedule that are related to records of permanent or enduring
value to the University. These excerpts and guidelines may be found
under Stony Brook Supplemental Records Retention
Schedule (see below).
Note: Questions regarding the management of records created by a University
department should be directed to the individual unit's designated liaison
for records or local administrator. All questions regarding records
of permanent value should be addressed to Special Collections and University
Archives.
Additional information about administering a records' program may be
found on the website of the New York State Archives and Records Administration
(Managing
Government Records).
Supplemental Rentention Schedule: Stony Brook University
The following list can help determine whether documents are of permanent legal, fiscal, administrative or historical value. The department will accept the material listed below, regardless of format, as per the acquisition policy of the University Archives.
Inaugural & Anniversary Records
Invitees lists
Planning committee material
Production scripts
Programs
Press releases
Presidential records
Faculty Handbooks
Annual reports
Faculty Senate minutes
College Council minutes
Commencement and dedication programs
Statistical data
Master plans
Accreditation reports
Implementation/evaluation of campus wide programs
Materials related to the function and overall running of the Office
of the President
SUNY Master Plan Records
Campus input to Master Plan Records
University-wide records (SUNY superceded-retain permanently)
Special Campus Events
Meeting minutes
Correspondence
Consultant reports
Brochures
Posters
Programs
Photos
Publications
Participant lists
Registrar's Office (Stony Brook University Registrar
retains its own materials: below is a guideline)
Degree application cards
Student transcripts
Course grade books
Couse catalogs
Commencement programs (listing graduates)
Transcript supplement-oversees (should be made part of permanent
transcript)
Public Safety Records (Stony Brook University
Police retains its own materials)
Crime incident reports
Blotter
General Materials
Official minutes and hearing proceedings (governing body, board,
commission, committee)
Meeting agenda when not included in minutes
Legal opinion or directive
Procedure manual
Opinion survey records (official copy)
Internal investigation/non-fiscal audit records (reports and recommendations)
Annual reports
Final reports
Special reports
Program plan (annual, special, long-range)
Official memoranda
Campus Announcements
Records of the Vice Presidents, Provosts, Directors, and Chairs
Committee records
Annual budget
Annual audit reports
Records of the Registrar (see above)
Alumni records (minutes, publications)
Admissions reports
Office of research reports
University development reports
Student organizational records
Official university publications
Departmental publications
Newsletters
Booklets
Flyers
Brochures
Catalogs
Posters
Special Bulletins
Yearbooks
Student newspapers
University directories
Faculty/staff rosters
Alumni magazines
Photographs
Slides
Negatives
Videos (Note: a separate video guideline exists for Educational
Technologies)
Audio cassettes
Motion pictures
Oral histories
Microfilm (back up)
Maps and plans