Records Management
Loyola's University Archives is the official repository for university records of enduring historical and evidential value. All departments, schools, colleges, and administrative units are to transfer these records to the University Archives according to Loyola's Non-Financial Records Retention Schedule.
Remember:
- Records in all formats (physical, digital, audio-visual, etc.) are accepted.
- Records transferred to the University Archives are closed for 20 years.
- Contact the university archivist with any questions.
Records Accepted
A summary of the types of records to transfer to the University Archives is availabe in the Records to transfer list. This list is not all inclusive, so please contact the University Archivist with any questions.
Records Not Accepted
Records not accepted include, but are not limited to, the following:
- Check requisitions, monthly budget reports, petty cash records, etc.
- Student records
- Personnel records other than CVs
Such records are removed and shredded when found in university records.
Records Retention Schedule
All departments, schools, colleges, and administrative units must follow the Univesity's Non-Financial Record Retention Policy 2012. Please use this along with the University Archives records to transfer list to determine which records to transfer to the archives.
Contact the university archivist with any questions about which records to transfre to the University Archives.
Transfering Digital Records
Digital records can be transferred in the following ways:
- OneDrive folder access
- External hard drive
- or an archives staff member visiting the department to download designated records to an external hard drive
Transfering Physical Records
- Physical records should be packed in a bankers box or Hallett transfile box for transfer to the University Archives.
- Place files in the box in the order they were kept in the filing cabinet or other storage area.
- Number the boxes and label them with the department name and contact person. Include a brief file inventory in each box.
- Department records can be sent to the University Archives, Cudahy Library 217 in the following ways:
- Via inter-campus mail
- the department initiaties a facilties request for moving boxes
- Lake Shore Campus only - archives staff pick-up
University Records Confidentiality Policy
Information on restrictions applied to university records is available in the University Records Confidentiality Policy.
Loyola's University Archives is the official repository for university records of enduring historical and evidential value. All departments, schools, colleges, and administrative units are to transfer these records to the University Archives according to Loyola's Non-Financial Records Retention Schedule.
Remember:
- Records in all formats (physical, digital, audio-visual, etc.) are accepted.
- Records transferred to the University Archives are closed for 20 years.
- Contact the university archivist with any questions.