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University Archives: Identifying and Preparing Materials for Transfer: Records Typically Not Accepted

This guide will walk you through evaluating your materials to determine if they are appropriate for the archives.

Introduction

The following lists of examples are not all-inclusive; please contact the University Archives if you are unsure if particular items should be added to the archive. Staff are always happy to review items via email, on-site, or TEAMS. Please email specialcollections@uthscsa.edu if you want to schedule an appointment. 

General Material

  • Records that have not met their retention period
  • Transitory information - Routine office information of temporary usefulness that is not subject to the RRS or essential to compliance with Texas State law 
  • Documents distributed to the university community but not created by your office
    • The originating office is responsible for sending a copy to the archives
  • Preliminary versions of plans, reports, working papers, etc​ 
    • An exception may be when draft notes show the evolution of the final document 
  • Personal identifying information such as:
    • Social Security numbers
    • Medical information and/or records
    • Tax records, bills, etc.​ 
  • Records from non-administrative origins​ 
  • Materials related to people’s personal lives unless they are key figures to the university or Texas history​ 

Letters & Publications

  • External publications​ such as publications, brochures, and promotional material created outside the university but kept in your office for reference purposes 
    • An exception may be made for external publications that are collected as background research or professional activities 
  • Form letters​ 
  • Lecture notes
  • Phone messages​ 
  • Raw statistical data​
  • Student papers​ 
  • Syllabi​

Physical Media

  • Blank stationery, envelopes, forms, etc 
  • Microfilm or floppy discs​ 
  • Personal items such as greeting cards, sticky notes, calendars, or other items without historical impact​ 
  • Stock materials
  • Unidentified audio-visual materials​ 
  • Unidentified, undated, or miscellaneous candid photographs, audio/video tapes, CDs, DVDs​ 

Routine & Financial Materials

  • Catering orders​
  • Correspondence or other files documenting routine activities such as, but not limited to:
    • Information requests​ 
    • Work orders​ 
    • Monthly budget reports
  • Draft copies
  • Financial information such as canceled checks, bank or credit card statements​ 
  • Interoffice correspondence​ 
  • Reference copies
  • Routine financial records such as invoices, receipts, and purchase orders​ 
  • Travel arrangements (brochures, tickets, vouchers, room reservations, etc.)​