Records Authority Statement
The Bowdoin College Archives is established by the Governing Boards
in recognition of the need to preserve official college records,
files, and documents of permanent value. All administrative officers
of the college, and members of the teaching faculty whose performance
of administrative duties, e.g., committee responsibilities, or chairs
of academic departments, put them in possession of files, records,
or documents concerning their official duties, are expected to observe
the following guidelines:
- The records of the official activities of the college officers
and offices, including papers and correspondence, official printed
material, minutes, committee files, financial, and associated
records in any format, are the property of Bowdoin College and
constitute archival material.
- Archival material in college offices may not be destroyed or
placed in storage without the approval of (a) the officer supervising
the department where the records accumulate, and (b) the College
Archivist.
- The officer in charge of the department where the records accumulate,
or the officer in charge of the records of official committees,
in consultation with the College 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 direct
control of the office, prior to disposition (i.e., destruction
or transfer to the archives).
- Material selected for preservation shall be sent to the College
Archives in accordance with a records schedule developed by the
College Archivist, in consultation with the officer in charge
of the department where the records accumulate and, when necessary,
the Archives Advisory Group. All records preserved in the Archives
remain the records of the office of origin and may be withdrawn
at any time by that office for its own use.
- The College Archivist shall consult with appropriate administrative
officers and the Archives Advisory Group regarding any special
conditions of access which may be placed on any category of records.
It is understood that in the absence of specific restrictions,
all materials transferred to the Archives will be open to researchers
on a non-discriminatory basis.
The College Archives welcomes the offer of privately owned material
bearing on the history of the college, provided that the Archives incurs
no obligation to retain such material as an integrated collection or
in any prescribed form.
Approved by the Executive Committee of the Governing Boards,
June 10, 1994.
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