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Frequently Asked Questions - Access and Privacy |
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- 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.
- Can I feel secure that the records I send to the Records Center won't fall into the wrong hands?
- RMO will retrieve records from the Records Center only with the express authorization of an authorized agent of the custodial office. The authorized agent must be designated in writing by the head of the office. RMO will deliver retrieved records to an office's authorized representative only. When offices have their records delivered to Pusey Library, personnel picking up the records must be authorized users, or be designated in writing by the department head. Positive identification is required. No records will be sent through regular US or Harvard mail.
- Does the RMO have a confidentiality policy?
- Yes. The Records Management Office acts as a liaison between University offices requiring off-site storage for their records and the Records Center operation at Harvard Depository. The materials stored at the Depository remain the property and in the custody of the depositing offices. RMO is agent for its client offices, arranging for account establishment, pickup and delivery of materials, account and billing inquiries, and advising and assisting in the management of the offices' records.
Information about records sent to the Records Center is collected by RMO in its capacity as agent for University offices. This information is maintained for the management of the clients' accounts and to facilitate RMO's role in assisting in the management of the clients' information resources. All information received or collected by RMO regarding the information holdings at the HD records center is considered confidential and is made available only to the office's authorized agents.
- If RMO retrieves a file for me, can't you just mail it to me?
- No. For security reasons, RMO will not send University records through either University mail or US mail.
- 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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