Access to University Records

General Access Policies

  • If you would like to access university records that require special permission (as described below), please contact us. We'll help you make a request to view the records.
  • Give us advance notice in order to view records that are stored off-site.
  • Individuals or organizations donating material to the University Archives may set conditions on use.
  • The University Archivist may close fragile or unprocessed materials at their discretion.

University Administrative Records

University administrative records include:

  • records of deans of schools and colleges
  • records of departments, institutes, and other offices as designated by the university president
  • records of the officers Duke University, as defined in the bylaws

Our Policy

We follow the policy issued by the Office of the Chancellor on December 1, 1975, as follows:

"For a period of twenty-five years from the origin of the material, permission in writing from the director of the office of record [the office that created the records] and the University Archivist is required for use. After twenty-five years, records that have been processed may be consulted with the permission of the University Archivist."

Board of Trustees Records

Board of Trustees records include:

  • minutes and supporting documentation of the Board of Trustees, its Executive Committee, and its standing and ad hoc committees
  • reports, studies, and similar records presented solely to the Board

Our Policy

We follow the policy issued by the Duke University Board of Trustees on February 24-25, 1989, as follows:
 
"Records which have been in existence for at least fifty years are available for scholarly research with the permission of the University Archivist. Access to records which have been in existence for less than fifty years shall be granted only by special permission, in writing, of the Board of Trustees."

Student Records

In accordance with the Family Education Rights and Privacy Act of 1974/1976 (FERPA), Duke University permits students to inspect their education records and limits the disclosure of personally identifiable information from education records.

Education records are:

  • Duke University-maintained records containing information directly related to a student.

Our Policy

Read Duke University's policy and procedures under FERPA.

Personnel Records

Personnel records include:

  • Employment records, including records related to hiring, evaluation and discipline, and termination.
  • Search committee records.

Our Policy

Records in which individuals are identified are closed for 70 years from date of the origin of the records.