Learning Commons | Archives

Collections: Records Management

Records Management

Emmanuel College's administrative offices, academic programs and student clubs serve an important role in the mission of the Emmanuel College Archives and Special Collections: to assist us in identifying, collecting, and preserving materials that broadly and comprehensively reflect our history and community, and to ensure the safety of our most vital College records. This is done through a records management program. The Records Management (RM) program available through the Emmanuel College Archives  is designed to provide assistance and guidance to community members who are responsible for the management of information and records in their designated department or clubs. Although this webpage will be of most use to your department’s records’ liaison, it contains information that will be useful to anyone who creates and maintains records.

A Records Management (organization of documents from their creation to the end of their life cycle) program has the goal of creating a consistent approach for record storage to free up valuable office space and ensure the retention of valuable documents. The program provides a variety of services to College departments and clubs, including: Consultation on department record keeping practices

• Advice on storing and maintaining inactive records
• Retention and disposition scheduling
• Identify your office’s archival records and assist in transferring them to the College Archives.

Working through the Records Management program, faculty, staff and administrators can help us identify those records that should be transferred to the Archives at the correct time. Once these records are transferred to the Archives, they are stored securely by the staff and can be accessed by scholars and staff alike in accordance with College records policies. For more on records management and records retention schedules, visit the below institutions:

• Brandeis University
• Emerson College
• Stonehill College

To aid in this process staff can add digital material to the Archives and Special Collections by accessing Preservica here.

The Archives and Special Collections offers workshops on popular information management topics. The workshops deliver practical advice that can be implemented in your office and are appropriate for all College employees and students. Workshops are open to students and employees from offices and departments in central administration, faculty  and staff. The workshops cover a variety of topics for more, view the workshop catalog.

Records Retention Schedules by Department or Office

Below are the records retention schedules that have been developed with each office to manage active and semi-active records. It provides guidance in determining when records are of no longer use to each department and when such records should be destroyed or transferred to the College Archives for permanent retention.