College and Archives Records Procedures
Approved by the College Cabinet, February 2015
College records include, but are not limited to the correspondence, official printed materials, minutes, reports, committee files, audio/visual recordings, financial records and/or associated papers generated or received by the various administrative and academic offices of the college in the conduct of official business.
Archives are the non-current records of individuals, organizations, institutions and governments that have permanent historical or administrative value. The Central Piedmont Archives serves as the final repository for the permanently valuable records of Central Piedmont Community College. Its primary purpose is to identify, collect and preserve such records, and to make them available to Central Piedmont administrators, faculty, staff, students and other interested parties. The Central Piedmont Archives does not collect or include any official student records.
These archives procedures are to ensure the collection, preservation, and long-term availability of official college records and related material.
The Central Piedmont Archives, a division of Library Services, has responsibility for ensuring the preservation of historically significant materials that reflect the college's origins, development and the activities and achievements of its officers, staff, faculty, students and alumni. It is authorized to appraise, collect, preserve, organize, describe and make accessible college records and related material of enduring value.
A. Record Creators' Responsibilities
1. The individual in charge of each administrative office or academic department determines when records cease to have current administrative value, that is, when they are no longer accessed on a regular basis for the transaction of current business. The archivist, in cooperation with the record creator(s), will thereupon determine which of these records have permanent value to the college, and shall arrange their organized transfer to the Central Piedmont Archives. Other materials relating to the college, but not produced by it, may also be considered for inclusion in the archives.
2. When employees leave the college or have a significant change made to their duties and responsibilities, Human Resources staff will contact the archives. The archivist may then contact the employee to discuss transfer of their non-current records.
B. Archives' Responsibilities
1. Central Piedmont records will be evaluated for their potential permanent value by the archivist and the record creator(s). This value is determined by considering the role of the creator(s), the type of records and the content of the records.
2. The archivist shall consult with the appropriate administrative officers regarding any special conditions of access which may be placed on any category of records. It is understood that in the absence of specific restrictions, all materials transferred to the Central Piedmont Archives will be made available to researchers on a non-discriminatory basis.
3. The archivist will preserve the records of the Board of Trustees that are transferred to the archivist by the secretary of the Board of Trustees. Records with no specific restrictions will be made available to researchers on a non-discriminatory basis.
4. The Central Piedmont Archives may also preserve papers of faculty members, administrative officers, members of the Board of Trustees, alumnae, students or student groups or employees as supplemental to these official records.