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Cowles Library


University Records Management - University Archives and Special Collections,Cowles Library: Policy and Guidelines

Resources and important information regarding non-current University records of historical value.

What records will the Archives accept?

University Records Collection Policy

The Archives will accept non-current University records having permanent, historical value. These records may include:

Administrative: Annual reports, executive policies & decisions, documents, correspondence, etc.


Committees/Councils: Minutes, reports, memoranda, correspondence, etc.

Faculty/Staff: Vitas, reports, correspondence, curriculum/course syllabi; general review/promotion/tenure processes; organizational charts.

Facility: Documents, correspondence related to additions/renovations; construction contracts; architectural renderings/plans/blueprints.


Publications: Internally published handbooks, newsletters, manuals; news articles about the department or its faculty/staff.

Marketing/Publicity: Press releases, posters, brochures, invitations, or programs documenting department events.

Media: Photographs, negatives, slides, DVDs, or VHS tapes recording department events.

                  Awards: Department/Office plaques or certificates  

Archiving of Electronic Records is not yet available.   Record formats may include:  Email, PDF, PowerPoint, Web pages, JPEG/TIFF image files, and MP3/.wav audio files

The Archives will not accept:   Personnel files, personal planners/calendars, canceled checks, bank statements or receipts, tax-related files - anything with Social Security numbers on it, personal salary information.  

Cleaning out your files?

University Retention

University Archives Associate

Katherine Lincoln's picture
Katherine Lincoln
Drake University Archives and Special Collections, Cowles Library