Items Appropriate for Transfer
Records are sent to an archive because they are of long-term historical value but are not needed for day-to-day administration. As a rule, send the College Archives the significant and unique inactive records that were generated by your office. Records are usually significant and have enduring value if, for example, they document policy development and precedents, major projects, or if their subject matter caused considerable comment on campus or in the media, or if they have been historically vital to the operation of your office.
The College Archives does not require more than two paper copies of college publications due to limited space.
Materials that are appropriate for transfer to College Archives include:
- MCCCD Governing Board materials and minutes since the beginning of the college
- CGCC statements of vision, mission, value, and college goals
- Major instructional initiatives and Instructional Philosophy
- Reports, surveys, and planning documents
- Meeting agendas, minutes, and major reports of college committees
- Department and division annual reports and organizational charts
- Major external grant reports
- Program accreditation reports
- North Central Association and Higher Learning Commission Self-Study and accreditation reports
- Adopted budgets
- Program reviews
- Architectural plans (when long-term storage is available)
- Class schedules, college catalogs, and student handbooks
- CGCC calendars
- Commencement programs and videos
- Special college events as approved by the archivist
- Photographs and Chandler-Gilbert-produced videos and DVD’s from selected departments
- Strategic planning documents and financial reports
These guidelines must be administered thoughtfully. If you have questions, please contact the College Archives at firstname.lastname@example.org.