Location: Bowdoin / Library / Special Collections & Archives / Records Management

Records Management: Overview

Effective records management ensures that college records of enduring legal, administrative and historical value will be preserved and made accessible to all who need them, and that unnecessary records will be systematically destroyed.

College records comprise all recorded information that are created or received in the course of official College business and that document the administrative transactions and activities of any College office or employee. These records are the property of Bowdoin College. They do not include such materials as personal correspondence unrelated to college business, personal research, lecture notes, or records pertaining to personal membership in or work done for professional associations.

Records Management is a service that the College Archives is pleased to provide for the Bowdoin community. The retention schedules below list many types of records, some of which are common to all offices and some that are office specific. They give advice on what to keep, how long to keep it, and when (and how) to dispose of it or to transfer it to the Archives. Once records are in the Archives, information about them is available in the library catalog and in the Archives Collections section of this web site.

Records Retention Schedules

General Records Schedules Record types commonly created in the course of administering an office or department
Educational and Student Records Record types commonly created when dealing with students; including transcripts, files on student majors, test score reports.
Personnel Administration Record types commonly created when administering staff and workers; including personnel files.
Public Affairs Records commonly created when dealing with publicity or outreach activities; including publications, brouchures, maps, etc.
Accounting and Financial Records

For financial records schedules, contact Controller's Office or Archives (x3288.)
Record types commonly created when developing and implementing budgets and financial transactions; including invoices, checks, budget reports, etc.

General records policies

Archives Policy Documents

George J. Mitchell Department of Special Collections & Archives · Staff · Hours
Bowdoin College Library, 3000 College Station, Brunswick, Maine 04011-8421 · scaref@bowdoin.edu · (207) 725-3288