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Records Management: Preserving your Group's History

All employees of the College of William and Mary have legal and prudential obligations to retain and manage its records & Swem Library staff are available to assist you.

10 Tips for Perserving Your Group's History

  1. Add the University Archives to your mailing list. Send copies of publications, flyers, or announcements to Special Collections (spcoll@wm.edu) as they are sent to your members. Having something printed at the Print Shop in Swem Library? Give a copy for the archives and drop it off. We're just up the stairs!
  2. Document the activities of your group: keep minutes of meetings, save copies of publications and flyers. 
  3. Label your materials with names, dates, and descriptions of events or circumstances. 
  4. Keep your records together in one central place.
  5. Develop a straightforward filing system. There is no one best way to do this, but stick with a system that works for you.
  6. Store your records away from dampness, dust, excessive heat, and sun.
  7. Develop a routine of transferring inactive records to the University Archives at the end of the semester, year, or leaders’ term of office.
  8. Consider the fate of your non-paper documents. Electronic records can pose software and hardware access problems. Save CDs, DVDs, websites, memorabilia, photographs, posters, as well as traditional paper documents.
  9. Get to know the staff of Swem Library's Special Collections Research Center (spcoll@wm.edu, 757-221-3090)
  10. WHEN IN DOUBT, DON’T THROW IT OUT!