Purpose

The Records Management program, administered by the Drake University Archives and Special Collections, helps university offices manage their inactive records by providing guidance on the proper creation, access, storage, security, and disposal of information. Records Management accomplishes this mission by:

• Centralizing all University non-current record storage
• Ensuring that non-current University records are stored in accordance with best practices and guidelines
• Disposing of non-current records in accordance with guidelines established by Drake University
• Establishing an effective filing system and retention schedule that ensures non-current records are transferred, stored, and retrieved effectively and efficiently
• Providing safe record storage, regardless of media type

Services

The program's services include:

• Record transfers to the University Archives & Special Collections
• Donation of materials to the Archives and Special Collections
• Consultation on organizing electronic records and digital imaging
• In-person education and training on best practices with record keeping and electronic records management

Why Transfer Records?

The Records Management program preserves the University’s records of lasting value in any format. As the official archive, it is responsible for collecting, evaluating, organizing, protecting, and providing access to these records in accordance with appropriate laws, regulations, and University records schedules. Records are selected for preservation in consultation with the staff or faculty responsible for them, and each college or department is responsible for transferring approved records following Archives and Special Collections guidelines.

Transferring records provides benefits like:

• Effective record keeping - Details of past events, projects, and processes are made easily accessible through online archival finding aids.
• Improved access - Non-current documents can be scanned and emailed directly to your office upon request.
• Regained space - Reduces duplicates, visual clutter, and overcrowded file cabinets.
• Improved cost-efficiency - Reduces storage, retrieval, and preservation costs of older records.
• Reduced risk - Eliminates the danger of historical records being mismanaged or misplaced.

What Records Should I Transfer?

To review areas of collecting interest for the University Archives and Special Collections, and to get more information on record transfers or gifts and donations, please see our Collection Policy.