Managing Your Records
What does the University Archives collect?
Students in the Student Association office, circa 1980s
The Archives collects and preserves records such as:
- Bylaws and governing documents
- Minutes and notes of meetings
- Annual reports
- Correspondence (including email!)
- Websites/blogs/social media pages
- Membership lists
- Handbooks
- Posters and flyers
- Photographs (digital and print!)
- Audio and video
- Planning documents
- Scrapbooks
- Speeches
- Calendars of events
What to do while the records are still active (in use)
- Keep your records organized and in a central place; in folders, arranged by date or by topic
- Keep your records in a safe place, away from water, sun, food
- Think about keeping a copy of posters, fliers, and other types of materials that are only in use for a short time
- Save two copies of digital files, each in a different location (on an external hard drive or in cloud storage)
- Be consistent naming your digital files
- Use descriptive file names and consider including the date of creation in the name
- Websites and social media are not permanent. Save a copy of images, text, and video that you post online!
What to do when the records are inactive (no longer in use)
- Your records may become inactive at the end of each semester, academic year, or when your organization has a change in leadership
- Maintain the file arrangement that you implemented while the records were active
- When in doubt, keep it!
- Consider donating records to the University Archives. University Archives staff are here to help!