What should you preserve and transfer to the Archives? Ask yourself these questions:

Is it archival?

  • Does it document official discussions and decision-making?
  • Does it document policies and procedures?
  • Does it document major activities and events?


Examples of archival records:

Email correspondence

  • Agendas and meeting minutes
  • Speeches and remarks
  • Reports and publications related to your department or group
  • Promotional materials like posters and photographs
  • Performances, competitions, artwork
  • Websites, blogs, and social media accounts

What can I delete or file separately?

  • Personal, non-Middlebury College correspondence
  • Duplicates
  • Draft reports
  • Vendor/non-Middlebury records/catalogs/contracts/publications
  • Materials related to job applicants
  • Files that may contain sensitive or confidential information regulated by law, such as:
      • Social Security Numbers
      • Driver's License ID Number
      • Passport ID Number
      • Tax ID Number
      • Health Information
      • Credit Card Data


    Are archives and records restricted?

    Some materials should be restricted to protect personal information. Review our schedule of restrictions and contact us to learn more.


    Should I transfer email?

    Yes, if it is official college business correspondence. If email is where you conduct College business, it is an archival record. 

    What are strategies for organizing email correspondence?

    • Establish a simple routine
    • Maintain personal email through a separate account or “personal” Outlook folder
    • Delete or separate “trivial” emails like duplicates, mailing lists, junk mail
    • Keep sensitive information in separate folders: “Sensitive,” or “FERPA,” “Judicial,” “Job applicants,” etc.
    • Occasionally run a keyword search of names and terms that are personal and non-archival, and either delete or transfer those messages to a personal account or folder



    What about my thousands of unorganized emails? 

    We understand that processing email retroactively is, at best, daunting, if not essentially impossible. To preserve official College correspondence, you can transfer your email as is. The Archives will restrict access for a prescribed period of time to assure that sensitive information will be protected and excise social security, credit card, and other sensitive numeric sequences.


    What kinds of formats should I save and how should I transfer them?

    • For physical materials (paper, DVDs, etc.), send them through intercampus mail to the College Archives in Davis Family Library or drop them off. 

    Questions?

    Contact Danielle Rougeau, College Archivist at rougeau@middlebury.edu, or 802.443.5634