Financial Services

Historical Records Retention Guidelines

Below is a general description of archiving standards. The Divisions have their own standards and these are described on the left, or you can download the whole document on the right.

The Ithaca College Archives collects only records created by or about Ithaca College and its predecessor institutions the Ithaca Conservatory of Music and the Ithaca Conservatory and Affiliated Schools. When in doubt about a series of records, do not hesitate to call the Archives.

This is a two-part process. First, each series of records needs to be evaluated by a set of general criteria which clarify current use. Secondly, records should be considered with respect to specific historical interest criteria.

Please use the navigation buttons on the left to view details of the Records Retention Guidelines or download the whole document to the right.

I. Clarify Current Use

These three questions should be asked about every series or set of paper records being considered:
1. Does this series contain records created prior to 1966?
a. If the answer is yes, these are probably permanent records, call the archives to discuss disposition of the records. b. If no, continue.

2. Are these records used regularly?

a. If the records are in your office, regular is more than twice a month per file drawer.
b. If the records are in storage, regular is more than 3 times per year per drawer.
c. If the records are used regularly, is the information in them readily available elsewhere?
d. Can the information you need be accessed without inconveniencing another office?
e. If the records are used regularly and the information is not available elsewhere, you should continue to retain the
records in appropriate storage. Simply put: if you use the records -- keep them.
f. If they are not in regular use, continue to the next question.

3. Is this the office of record for these records?

a. Did this office create the records?
b. Are these the prime copies?
c. If this is the office of record, continue to the next section.
d. If this is not the office of record, if the records are not used regularly and if there are no records that were created prior to 1966, then apply the legal requirements. There are no historical reasons to retain this collection.

II. Apply "Historical Interest" Criteria to the Records.

The Archives prefers to receive records as complete sets or series rather than a file here or there, because the context in which documents are created and maintained provides important historical information. Eventually, records which are determined to have enduring value will be transferred to the College Archives. Please contact the Archivist to discuss records transfers.

Certain types of records are collected and maintained. These are permanent records regardless of their present location. Despite the fragmented nature of this list, the College Archives is to "contain those basic, permanent records of the institution which will demonstrate an organic unity and reflect the structure and activities of the whole institution."

Permanent records to be retained include:

• Publications of the institution. For most offices, this means the publications (newsletters and that type of thing) that are produced in the department and generally have limited circulation.
• Meeting minutes: School, Department, Committees, Councils, student organizations, (only those from the office of record, please).
• Student records: These require long-term confidentiality. Grade reports outside the Registrar’s Office should not be retained longer than needed. Internship information, certification requirements should be retained at the appropriate office of record. Consult legal guidelines.
• Annual reports: Keep all summary reports. (One copy per, at office of record only.)
• Administrative correspondence: Chronological files may be discarded when no longer used. General subject files may be permanent records depending on where they are created, call the archives before discarding.
• Non-paper records: call Archives prior to discarding photographs, audio- or videotape or film relating to IC. Machine readable records will be dealt with at some future date – remember to migrate records to new formats as needed and to retain electronic copies of publications that appear electronically.
• Campus buildings: Non-current blueprints, campus building development and planning, construction information are all to be retained.
• Financial records: Summaries, audit reports are permanent records. Check legal requirements carefully.
• Personnel records: Personnel records require a high level of confidentiality. Beyond the Personnel Office, these should be maintained only as needed and used. Personnel records created prior to 1920 should be transferred to the archives due to their historical value.

This list is not complete. Record types that are maintained by only one office are not listed and neither are records that are inherently ephemeral. Questions? Call Bridget Bower at the College Archives, 274-3096.

Recycling Guidelines
Containers will be placed in as many hallways as possible in each building. Blue containers will be used for paper and gray containers will be used for trash.
While not mandatory, we encourage everyone to sort as much material as practical and economically feasible so that it may be recycled. We suggest the following guidelines for recycling:

• Please remove all paperclips (but not staples). Set aside manila and pendaflex folders for reuse (unusable folders can be recycled, but please remember to remove the metal bars from pendaflex folders.
• Material that can be recycled includes: o Office and ledger paper Directories o Envelopes Phone books o Newsprint and newspaper Pamphlets/Brochures o Computer print-out paper Magazines
• Confidential material needs to be shredded and put in a closed plastic bag. Please place bags beside the recycling container for paper in your area. If you will have large quantities of confidential material to discard, please contact me to work out alternative arrangements to avoid shredding.
• Exchange of containers will occur on a regular basis during the day.

If you have any questions about the disposal and/or recycling of material, please feel free to call Physical Plant at 4-3225.

Back Safety Tips for Pitch Day (and everyday!)

• If the objects are too heavy to lift or move by yourself…
  • Get help.
  • Use mechanical assistance such as a push-cart or dolly.
  • Split the load and make several trips to move it.
• Before moving objects, clear any obstacles from your path.
• Get a firm grip on the object(s) before lifting.
• Keep the load close to your body. (The further away the object is, the greater the stress will be on your back.)
• Balance yourself before lifting, with feet about shoulder-width apart.
• Lift and lower loads with your leg muscles. Bend at the knees not at the waist, keeping your back and neck upright but not stiff.
• Tighten your stomach muscles just before and during the lift to provide back support.
• Lift smoothly and under control.
• Avoid twisting your torso when lifting and moving objects. Turn by moving your feet.
• Avoid lifting objects above shoulder height.
• Use a sturdy footstool to reach objects that are above your shoulders.
• If trash and recycling containers are too full, remove some of the contents to make them easier to lift.
• Always use proper lifting techniques, regardless of how heavy the object is.
• Use common sense and pace yourself!