Records Not Eligible
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Records Not Eligible for Transfer

Examples of unwanted items are:
  • Drafts of any kind
  • Purchasing office supplies
  • Travel arrangements, reservations, confirmations, itineraries
  • Work orders
  • Routine correspondence
  • Replies to routine requests ("Here's a copy of the report you requested.")
  • Letters of transmittal
  • Acknowledgments
  • Monthly budget statements
  • Receipts
  • Salary distribution reports
  • Student records
  • Employee personnel records
  • Artifacts and memorabilia
  • Please do not send these to the College Archives.
Reference copies

Your office will also have documents which were not produced by your office but distributed throughout the College. These are what is known as reference copies or convenience copies. We already receive the record copy from the office of origin. Examples of these document types include:
  • Telephone directory
  • District-created records, e.g., MCLI semester schedule of workshops
  • Payroll Deadlines
  • Final Exam Schedules
  • FERPA Tutorial

Please do not send these to the College Archives.

External publications

You will oftentimes have publications or brochures from institutions external to the college. They are often kept for reference purposes. Examples of these document types include:
  • Annual reports from foundations
  • Brochures from civic groups or professional groups
  • Reprints or photocopies of journal articles
  • Catalogs from other colleges or universities

Please do not send these to the College Archives.

Blanks and Objects

Examples include:
  • Blank forms
  • Blank stationery
  • Blank envelopes
  • Artifacts (e.g., plaques, mugs, clothing, pens)

Please do not send these to the College Archives.

Advice

These guidelines must be administered thoughtfully. If you have questions, please contact the College Archives at cgccarchives@cgcmail.maricopa.edu.