University records

Records of long term historical and legal significance produced by University offices in the course of conducting official University business should be transferred to the Archives when they are no longer needed for day-to-day administrative activities. Records will remain accessible to department staff following transfer to the Archives. When necessary, Archives staff will work with you to address privacy and confidentiality concerns through access restrictions for third-party users.

The Archives collects materials regardless of format. Digital files which fall into any of the categories listed above may also be transferred to the Archives for long term preservation in the Stanford Digital Repository.

Materials of particular interest to the archives include:

• Annual reports
• Correspondence, including email, reflecting substantive departmental activity rather than routine administrative tasks
• Audit and inspection reports
• Legal opinions and decisions
• Handbooks and manuals
• Budgets
• Meeting minutes, agendas, and background material
• Organizational charts
• Official histories
• Maps and architectural records
• Policy documents
• Mission, goals, and objectives statements
• Reports, briefing papers, and studies
• Project files
• Statistical documentation of departmental activities
• Speeches and remarks
• Two copies of all publications produced by your office or department
• Photographs and negatives
• Audiovisual materials, including audio and video recordings
• Ephemera (e.g. posters, flyers, handouts) documenting events and activities