Guilford College Archives
Records Management Policy
All records of Guilford College are the property of Guilford College. The College Archives, housed in the Friends Historical Collection, is designated as the agency to house the permanently valued records of Guilford College. The College Archivist has the authority to determine, within the guidelines established under the College's records management program, which records meet the criteria of being permanently valuable records. No College records may be destroyed or otherwise disposed of without the approval of the official in charge of the originating office and the College Archivist.
Records of Guilford College are defined as all records that are generated by or received in the course of official college business conducted by College offices and employees. Included within term "records" are all documentary materials regardless of media (paper, disk, magnetic tape, etc.) or characteristics (printed, typed, manuscript, or machine-readable).
The College's Records Management Program is guided by records schedules that shall be prepared by the College Archivist in cooperation with each administrative and academic department on campus. Pursuant to these responsibilities, the College Archivist shall have the right of reasonable access to and examination of all disposable current College records, excepting the contents of restricted documents.
All material of enduring value, when no longer in current use in the office to which it pertains, shall be transferred to the College Archives. Selected office files should be transferred to the Archives as they have been arranged in use, since their organization reflects the function and activities of the office that created the records. Special conditions for access may be placed on specific categories of records in consultation with the College Archivist and with appropriate administrators of the College. In the absence of specific restrictions, all records in the College Archives are open to all researchers on a non-discriminatory basis and under the guidelines of the Hege Library Privacy Policy.
Approved February 10, 2003
