The Archives and Records Management Program (ARM) supports all phases of the records lifecycle:
- Before records creation, ARM can help with identifying vital records and establishing file structures
- During a record's active life, ARM can consult with Harvard Longwood Campus staff and offices to:
- Better organize records in both electronic and print formats
- Suggest improvements to filing schemes
- Provide advice on formatting and records preservation
- Train employees to better manage records
- Conduct records appraisal and scheduling
- At the end of a record's active life, ARM assists with:
- Harvard Depository records transfers
- Destroying or archiving records
We partner with Countway's Research Data Management Services to help identify data needing long term retention, archiving, and preservation for historical context. For more information about managing research data, visit Longwood Research Data Management.
Using the Harvard Depository
Some records become inactive before eligibility for destruction or transfer to the Archives. Send inactive records needing retention for a year or more to the Harvard Depository, a special records warehouse located in Southborough that serves the storage and retrieval needs of Harvard's libraries, archives, and administrative offices.
Destroying Records
Do not destroy or otherwise dispose of University records without consulting the Longwood Medical Area Records Manager and Archivist. Email ARM for more information. All staff must adhere to the authority of:
- the General Records Schedule and/or
- an Office-specific Schedule approved by the Harvard University Archives
| ARM Form | Document Type | Form Description and/or Instructions |
|---|---|---|
| In-Office Destruction Documentation Form (PDF) | Adobe Acrobat (.pdf) | Used to document in-office destruction of records whose retention period has expired. |
Archiving Records
Harvard University requires the transfer of certain University records of historical significance and permanent value to the Archives. The Center for the History of Medicine catalogs, preserves, and provides access to authorized users.
Once their retention period has expired, offices transfer "permanent" records to the Archives. The Archives preserves records documenting the education, research, and patient care missions of the medical school community, its goals, objectives, programs, and people. These include:
- Policy development records
- Maps and plans of buildings and property
- Special project and event records, including photographs and videotapes
- Records relating to faculty or students
- Theses and dissertations
- Research project records
Forms
| ARM Form | Document Type | Form Description and/or Instructions |
|---|---|---|
| Archival Transfer Checklist (PDF) | Adobe Acrobat (.pdf) | Checklist for departments to use when sending permanent records to the Archives |
| Archival Folder List | MS Excel (.xlsx) | A detailed listing of the contents of the boxes you are sending to the Archives. Please email ARM to obtain the file. |
Email ARM or phone at 617-432-6194 for more information or records management help.