Records management

Records of permanent administrative, legal, fiscal and historical value are archival records and should be transferred to Archives and Special Collections, which serves as the depository for permanent records. Archives and Special Collections has the trained staff and facilities to ensure the preservation, reliability, accessibility and authenticity of permanent records over time.

Before sending paper or electronic records to Archives and Special Collections, contact Archives and Special Collections staff. We will be glad to consult with you about your records and answer your questions.

If, after consulting with Archives and Special Collections staff, it is determined that you have paper records with permanent value to the College, follow the directions below to transfer these materials to the Archives.

1. Obtain boxes for your paper records. Please contact Archives and Special Collections staff for information; we may be able to provide you with archival boxes. If your department orders boxes for a transfer, please choose acid-free records storage cartons, 15" x 12" x 10".
2. Fill and label your boxes. For records arranged chronologically, put the earliest records in the front and fill toward the back. For records arranged alphabetically, put the beginning of the alphabet in the front and fill toward the back. Files in hanging folders must be removed from them.
3. Complete the paper records transmittal form to describe the folders and boxes of material that you are transferring. Email a copy of this form to Archives and Special Collections staff (archives@mtholyoke.edu), and place a printed copy for each box in the box to which it pertains.
4. Schedule records boxes pick-up and delivery with both Facilities Management and Archives and Special Collections staff.

If you and / or your department have electronic records of permanent historical value to the college, please contact Archives and Special Collections staff to arrange for the secure transfer of your records.

Archives and Special Collections staff can work with departments and offices to determine appropriate confidential records destruction solutions.

Confidential Records Destruction

In order to protect the College and individuals, many records at Mount Holyoke that can be discarded should be confidentially destroyed. For policies regarding personal and confidential data, please see the Mount Holyoke College information security plan.

Shredding is the best method for destroying paper records, but most office shredders are not adequate for this purpose. The College has an agreement with InfoShred to provide confidential destruction of sensitive material. After discussing the destruction of records with Archives and Special Collections, please contact the Purchasing Coordinator at x2041 and arrange for a pick-up.

General Paper Records Destruction

General paper records and universal distribution paper records that have been determined to be nonpermanent may be disposed of in standard recycling bins.

Computer Workstations and Laptops

When computer workstations or laptops meet the end of their initial lifespan, currently 5 years, LITS will contact the affected departments. Data on the computers will be securely wiped or media destroyed following the guidelines of Massachusetts Data Privacy Law 201.

Electronic Media, Including Flash Drives

When you need to dispose of flash drives or other electronic media, please contact the Technology Help Desk. Simply deleting files on these storage devices may not be sufficient.