WHOI Guide to Records Deposit in the Archives Updated September 1998
The role of the WHOI Archives is to collect, preserve, and manage institution records that have continuing administrative, historical, or scientific research value. Access to administrative records is regulated to safeguard confidentiality. The archivist will be happy to assist you in determining the proper disposition of your office's non-current files. Call x2269, or email questions to firstname.lastname@example.org.
Procedures for Sending Materials to the Archives:
* 2 file drawers containing letter-size files will fill 3 boxes.
* 1 file drawer of legal-size files requires 2 boxes.
* Please call us for oversized materials.
Type of Materials to Transfer
The Archives should
receive significant and unique records that were generated or received
by your office. Records are usually significant and have long-term value
if (for example) they document policy changes, major projects or precedents,
their subject matter was the occasion for comment in the institution or
in the media, or they involved litigation or large sums of money.
Another consideration includes whether the material would benefit someone
writing a report about your department. Other potential uses might include
departmental historical data, which would benefit grant proposals. Routine
work material such as purchase orders, travel information, and routine
correspondence (for example, requests and acknowledgements) are not of
for the Archives can be in any format, including paper & electronic:
Materials the Archives
do not usually collect include: