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Frequently Asked Questions - Archival Records |
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- Should I send my records to the Harvard Depository or should I send them to the Archives?
- The simple answer is that permanent records should be transferred to the University Archives and non-permanent records (those that can eventually be destroyed) should be sent to the Depository. However, permanent records that you are not yet ready to transfer to the Archives should also be sent to the Depository. The Harvard University General Records Schedule (GRS) can frequently tell you which of your records are permanent and which are not. For records not covered by the GRS, the Records Management Office can help you determine their eventual disposition.
- What's the difference between the Depository and the Archives?
- The Archives is the repository for permanent University records. The Depository is for the temporary storage of records destined for either the Archives or destruction. Another important difference is responsibility. Records held in the Depository are the responsibility of the office that created them and are owned by that office. The creating office pays for storage in the Depository and is responsible for maintaining the records for the legally-required period. Records held in the Depository may also be retrieved by the creating office at any time. Records transferred to the University Archives become the property and responsibility of the Archives. Except in rare cases, Archives records may not be removed.
- Once my records are in the Archives, are they open to public inspection?
- Access to records in the custody of the University Archives that are less than 50 years old, or 80 years old if they relate to individuals, may be granted only with the approval of the appropriate office or department. Once the records are beyond those periods, the Archives will normally grant access.
- Have a question that's not here?
- Let us know at rmo@hulmail.harvard.edu. We're always looking for questions to add to the list.
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