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 archives@whoi.edu.

 
Procedures for Sending Materials to the Archives:
 

• Use the boxes we provide. They are free of charge for records being sent to the Archives and can be picked up any weekday. To estimate how many boxes you will need:

• DO NOT send records in hanging files. The hangers take up space and add weight. If the records are in hanging files, please re-file them in manila folders. Please do not send us large quantities of unfoldered records.
• Leave some working room in the box, enough for a hand to easily remove a folder.
• Provide a typed list of the file folders, including dates. Please email the list to (archives@whoi.edu), & retain the box/folder list on your computer. This list will prove invaluable if you need to find something. If a list is not appropriate, provide a brief description of the contents instead. Remember to tell us who generated the files and what period they cover.

• When you are ready to transfer the materials to the Archives, please notify the Archivist (x2269) first so incoming materials can be accommodated.

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 long-term value.
 

Materials appropriate for the Archives can be in any format, including paper & electronic:
 

• Correspondence and subject files of the Director and Associate Directors
• Publications, including newsletters and annual reports
• Records of program or curriculum development
• Departmental minutes; committee minutes and reports
• Histories
• Records about symposia and special projects
• Records about cooperative efforts with other institutions
• Records about relationships with the community, government, business, or industry
• Photographs, if identified; and preferably black and white

Materials the Archives do not usually collect include:
 

• Financial records: contact the Office of the Controller for Records Retention.
• Personnel records: contact the Human Resources Office for information on the disposition of personnel records
• Proprietary materials from other institutions

Back to the Archives page