Contact the Records Manager at hillary.gatlin@duke.edu.
Records Retention Guidance for the Center for Documentary Studies
Effective 10/5/2018. For a pdf version of this document, click here.
|
Record Type |
What Should I Do With It? |
Additional Notes |
|
Director's correspondence and work papers |
Transfer to the University Archives when no longer in use |
Restricted for 25 years per University policy |
|
Handbooks, policies, procedures, org charts related to the administration of CDS |
Transfer to the University Archives when no longer in use |
Restricted for 25 years per University policy |
|
Records of strategic planning, auditing/evaluation, and reporting for CDS |
Transfer to the University Archives when no longer in use |
Restricted for 25 years per University policy |
|
Records related to the development of CDS program areas |
Transfer to the University Archives when no longer in use |
Restricted for 25 years per University policy |
|
Meeting agendas and minutes (includes committees) |
Transfer to the University Archives annually | Restricted for 25 years per University policy |
|
Meeting agenda and minutes for Board of Directors |
Transfer to the University Archives annually | Restricted for 25 years per University policy |
|
Records of development and funding for CDS |
Transfer to the University Archives after no longer needed in office | Records related to individual donor contributions and capacity will not be retained by the Archives |
|
Finished work products and projects, including photographs, exhibits, and other materials |
Transfer to the Archive of Documentary Arts | Inventory required; No mandatory restrictions |
|
Correspondence, notes and records related to individual artists or faculty projects |
Transfer to the Archive of Documentary Arts | Inventory required; No mandatory restrictions |
|
Publications related to events for program, individual artists or faculty projects, including brochures, flyers, exhibition guides, advertisements, and books |
Transfer to the Archive of Documentary Arts | Inventory required; No mandatory restrictions |
|
Student projects |
Transfer to the Archive of Documentary Arts | "Final" capstone projects only, no drafts of projects; Inventory required; No mandatory restrictions |
|
Records related to program awards, fellowships, and other program initiatives |
Transfer to the Archive of Documentary Arts | Inventory required; No mandatory restrictions |
|
Records related to hiring, evaluating, and managing employees |
Retain for 4 years after employee leaves institution, then destroy | |
|
Financial documents, including travel reimbursements, receipts, invoices |
Retain for 7 years after current fiscal year, then destroy | For full list of fiscal records, see the Fiscal Records Retention Guidelines. |
Frequently Asked Questions:
Should I transfer my records to the University Archives or the Archives of Documentary Arts?
The University Archives is the official repository for records of Duke University and collects records that have historical and enduring value for the Duke community, particularly those related to the administration of university departments. If you have records related to the creation, planning, and management of the Center for Documentary Studies, including meeting minutes, handbooks, and annual reports, transfer them to University Archives.
The Archive of Documentary Archive’s mission is to collect, promote, preserve, and provide access to audio, moving images, photography, and text from around the world related to the documentary endeavors and arts. If you have records related to exhibitions, final work products, and individual programs, faculty, and artists, including photographs, recordings, student projects, and program awards, transfer them to the Archive of Documentary Arts.
When should I transfer records?
The University Archives and Archive of Documentary Arts accept transfer of records when they are no longer actively used, such as after a program initiative has ended or an exhibition has finished.
Records can be transferred at any time, although we generally recommend transferring records on an annual basis.
How do I get started transferring records to either the University Archives or the Archive of Documentary Arts?
To transfer records to the University Archives, please visit the Records Transfer and Storage page.
To transfer records to the Archive of Documentary Arts, please contact Caitlin Margaret Kelly at caitlin.kelly@duke.edu.
Who should I contact for more information?
For the University Archives, contact Hillary Gatlin at hillary.gatlin@duke.edu or 919-684-8066.
For the Archive of Documentary Arts, contact Caitlin Margaret Kelly at caitlin.kelly@duke.edu.
