The University of New Hampshire, recognizing the need for a formal archival policy to insure the preservation and availability for historical purposes of its official papers, hereby adopts the following policy and procedure for the collections and preservation of these vital papers, records, and documents.
All papers and correspondence, including official printed material, record books, minutes, committee files, financial records, and associated papers or electronic data, generated or received by the University's administrative and academic offices in the conduct of their business, are the property of the University and constitute archival material.
All administrative officers of the University, as well as those members of the faculty who, by virtue of administrative responsibilities either of a continuing or occasional nature, possess files, records, or documents relating to their official duties, are requested to observe the following guidelines:
- Archival material in University offices may not be destroyed or placed in storage without the approval of: the President's designee, representing the administration; the University Archivist; and the Dean of the appropriate school in the case of academic departments, the Provost in the case of interdepartmental offices or laboratories, or the cognizant senior officer in the case of administrative or other general University and alumni offices.
- Material so selected for preservation shall be sent to the University of New Hampshire Archives in the University Library.
- The officer in charge of each administrative or academic office, in consultation with the University Archivist and in compliance with state and federal laws, will be responsible for deciding how long inactive papers are to be retained in and under the direct control of the office, prior to disposition (i.e. destruction or transfer to a secure records storage facility).
The University Archives would also welcome the offer of privately owned material bearing on the history of the University and of the surrounding community, provided, however, that the Archives incurs no obligation to retain such materials as an integrated collection or in any prescribed form.
December 7, 1992