Do not follow the records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.
General Administrative Records
| Schedule Number | Record Series |
|---|---|
| 910 | Meeting Minutes and Agenda |
| 915 | Reports |
| 920 | Appointment and Event Calendars |
| 930 | Still and Moving Images |
| 935 | Event Records |
| 940 | News Clippings |
| 950 | Histories |
| 960 | Policies and Procedures |
| 970 | Speeches and Presentations |
| 975 | Publications |
| 980 | Subject and Project Files |
Warning
Meeting Minutes and Agenda
Schedule Number
910
These records document the orders of business and proceedings of meetings held by departments, offices and other entities.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Permanent |
Transfer to Tufts Archival Research Center |
| Unofficial Copy | See Notes | Until no longer needed |
Notes
Most departments and offices produce many copies of minutes and agenda. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unofficial copies and should be managed accordingly. Minutes can document meetings with a varying degree of detail, from summarizing what everyone says at a meeting to only recording votes. Determine how a meeting needs to be documented before writing the minutes.
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
Reports
Schedule Number
915
These include periodic or special reports that document any activity or project.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Permanent |
Transfer to Tufts Archival Research Center |
| Unofficial Copy | See Notes | Until no longer needed |
Notes
Most departments and offices produce many copies of reports. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unofficial copies and should be managed accordingly.
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
Appointment and Event Calendars
Schedule Number
920
Appointment calendars document day-to-day activities of a department or office or staff member. Event calendars document events at a department, office, school, or campus. Appointment and event calendars may include but are not limited to desk calendars, daily planners, appointment schedules, and electronic calendar systems.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Appointment Calendars of Staff and Faculty: Until no longer needed Appointment Calendars of Senior Administrators: Consult with the Tufts Archival Research Center Event Calendars: Permanent |
Appointment Calendars of Staff and Faculty: Confidential Destruction Appointment Calendars of Senior Administrators: Consult with the Tufts Archival Research Center Event Calendars: Transfer to the Tufts Archival Research Center |
| Unofficial Copy | N/A | N/A |
N/A |
Notes
None
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
Still and Moving Images
Schedule Number
930
Still and moving images provide audio-visual documentation of university activities, events, students, faculty, and staff. Still and moving images include fully identified photographs in print, negative, and slide formats; video recordings; film; and audio recordings in all formats.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Permanent for selected still and moving images. Consult with Tufts Archival Research Center |
Transfer to Tufts Archival Research Center |
| Unofficial Copy | See Notes | Until no longer needed |
Notes
Most departments and offices produce many copies of still and moving images. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unofficial copies and should be managed accordingly. Generally, the Tufts Archival Research Center does not accept unidentified still or moving images; consult with the Tufts Archival Research Center for details.
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
Event Records
Schedule Number
935
These records document events and event planning. These records may include but are not limited to notes, vendor information and correspondence, event programs and publicity, attendance data, correspondence, and accounts payable records.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Permanent |
Transfer to Tufts Archival Research Center |
| Unofficial Copy | N/A | N/A |
N/A |
Notes
Many event records have transitory documents which may be confidentially destroyed when they are no longer needed or before they are transferred to the Tufts Archival Research Center. Accounts payable documents in event records should be managed according to the records schedule for Accounts Payable Records.
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
News Clippings
Schedule Number
940
News clippings are usually assembled to document the activities of a department, office, or program, or project.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Until no longer needed |
Consult with Tufts Archival Research Center |
| Unofficial Copy | N/A | N/A |
N/A |
Notes
None
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
Histories
Schedule Number
950
Histories may concern departments, offices, programs, schools, the entire university, or any other aspect of Tufts.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Permanent |
Transfer to Tufts Archival Research Center |
| Unofficial Copy | See Notes | Until no longer needed |
Notes
Most departments and offices produce many copies of histories. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unoffical copies and should be managed accordingly.
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
Policies and Procedures
Schedule Number
960
Policies and procedures document a department, office, program, school, or the entire University’s values, rules, activities, and processes.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Permanent |
Transfer to Tufts Archival Research Center |
| Unofficial Copy | See Notes | Until no longer needed |
Notes
Do not overwrite policies and procedures when making updates or revisions. Most departments and offices produce many copies of policies and procedures. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unoffical copies and should be managed accordingly.
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
Speeches and Presentations
Schedule Number
970
These many include texts, slide presentations, or recordings of speeches and presentations.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Permanent for selected speeches and presentations. Consult with Tufts Archival Research Center Documents supporting speech and presentation creation: Retain until no longer needed |
Transfer to Tufts Archival Research Center Documents supporting speech and presentation creation: Confidential Destruction |
| Unofficial Copy | See Notes | Until no longer needed |
Notes
Most departments and offices produce many copies of speeches and presentations. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unoffical copies and should be managed accordingly.
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
Publications
Schedule Number
975
Publications may be produced by any department or office in any format. Publications document the activities of a department, office, program, school, the entire University, or any other aspect of Tufts. Types of publications may include but are not limited to web publications, catalogs, books, magazines, newsletters, handbooks, yearbooks, directories, brochures, pamphlets, media guides, guidebooks, proceedings, programs, and flyers. Departments and offices also generate supporting material to produce a final publication.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Final publications: Permanent Supporting materials: Until no longer needed |
Final publications: Transfer to Tufts Archival Research Center Supporting materials: Confidential Destruction |
| Unofficial Copy | See Notes | Until no longer needed |
Notes
Most departments and offices produce many copies of publications. Departments and offices should determine which copy is the official copy and manage it accordingly. All other copies are unoffical copies and should be managed accordingly.
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated
Subject and Project Files
Schedule Number
980
These files are usually an assembled mix of document types about a topic, project, or entity.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Departments and Offices | Permanent |
Transfer to Tufts Archival Research Center |
| Unofficial Copy | N/A | N/A |
N/A |
Notes
Many subject and project files have transitory documents which may be confidentially destroyed when they are no longer needed or before they are transferred to the Tufts Archival Research Center.
References
University Records Policy
Approved
Digital Collections and Archives
Effective Date
Updated