Records Management

Archives and Special Collections provides records management services to all departments and offices at the College by assisting with the management of permanent records. The Archives staff helps departments and offices ensure that their permanent records are retrievable, reliable, and secure. Well-managed records are an asset while unmanaged records are always a liability.

Records Management Policies

It is College policy that records of the official activities of the College offices and officers are the property of Mount Holyoke College. Without a centralized records management unit, each College division and department is responsible for managing the life cycle of its records. The Archives was authorized by the Board of Trustees in 1996 (see General Statement of Access) to oversee the disposition of records created as part of the work of the College. Archives offers general guidance for managing records and administers the following records policies:

Records Consultations

Archives and Special Collections staff will meet with any department or office to help it determine how long to keep their records and what to ultimately do with their records. The Archives will give advice on any issue about storing, destroying, or managing records. Please contact Archives and Special Collections with any questions regarding records management.

Records Transfers

Archives and Special Collections staff can help departments and offices transfer college records to the College Archives.

Records Destruction

Archives and Special Collections staff can also work with departments and offices to determine appropriate confidential records destruction solutions.