Policies / Guidelines

• Confidentiality and Security
• University Records Policies
• University Records Guidelines
  • Electronic Desktop Management Guidelines (.pdf)
  • Imaging Guidelines
  • Guidelines for Managing Faculty Files (.pdf)
  • Committee Records Guidelines
    • Documenting
    • Managing
    • Disposing
    • Summary

Recordkeeping Guidelines for University Committees

What should be done with records the committee no longer needs?

Committee records are University records and subject to University records policy as spelled out in the General Records Schedule. Once a committee no longer needs regular reference access to its records to conduct its business, the records may be disposed of according to the requirements of the General Records Schedule. Under these requirements, some records may be destroyed, while others must be sent to the appropriate archives for storage and preservation.

What records should be transferred to an archives? According to the Harvard University General Records Schedule (GRS), the following records of faculty committees should be transferred to archives:

• Membership records: membership lists and nomination, acceptance, and separation letters for members (Standing Committee Membership Records)
• Committee charges: records relating to the establishment of the committee, its current and historical missions (Standing Committee Records)
• Meeting records: agenda, dockets, minutes and attachments, submissions and related records, including records of subcommittees, memoranda, and other documents issued by the committee (Committee Records or Staff Meeting Records)
• Reports and publications: reports, memoranda, position papers, research materials and data, and other records relating to recommendations made by the committee (Committee Records or Staff Meeting Records)

Supplementary files of applications or submissions made to the committee, correspondence, clippings, and other records may also be reviewed for transfer to the archives.

What records can be routinely destroyed? Audio tape recordings of committee meetings may be re-used after the final version of the minutes has been approved. Most records relating to arrangements may be destroyed after 1 year; the exception is invoices, which should be retained for 4 years. Many other types of administrative records have short retention periods; for more information consult the GRS.

How can committee members obtain access to minutes or records that have been sent to the Archives?

The chair may authorize committee members or staff to review past minutes or records in the Archives. Bear in mind that records in an archives do not circulate and must be viewed on site.

Can others gain access to committee records held at the archives?

Use of University records by others is governed by University policy. Access to internal administrative records is restricted for fifty years from the date of creation (in the case of records relating to an individual, the restriction is extended until 80 years, or the person's death, whichever is later). The Director of the University Library may, with the approval of the head of the creating committee, authorize access to restricted records if it is determined that access to such records will not violate the privacy of individuals, damage fragile records, or adversely affect the completeness of recent records that may be deposited in the archives in the future. (Vote of the Harvard Corporation, March 13, 1989)

How should unneeded committee records be destroyed?

Committee records that are no longer needed by the committee for the conduct of its business, and that are not wanted by the archives should be destroyed by confidential shredding for paper records, or secure expungement or destruction of magnetic media. All destruction of committee records should be in accordance with University records policy and documented. (Records Destruction)