Supplemental Rentention Schedule: Stony Brook University
The following list can help determine whether documents are of permanent legal, fiscal, administrative or historical value. The Department will accept the material listed below, regardless of format, as per the acquisition policy of the University Archives.
Invitees lists
Planning committee material
Production scripts
Programs
Press releases
Presidential records
Faculty Handbooks
Annual reports
Faculty Senate minutes
College Council minutes
Commencement and dedication programs
Statistical data
Master plans
Accreditation reports
Implementation/evaluation of campus wide programs
Materials related to the function and overall running of the Office of
the President
SUNY Master Plan Records
Campus input to Master Plan Records
University-wide records (SUNY superceded-retain permanently)
Special Campus Events
Meeting minutes
Correspondence
Consultant reports
Brochures
Posters
Programs
Photos
Publications
Participant lists
Registrar's Office (Stony Brook University Registrar
retains its own materials: below is a guideline)
Degree application cards
Student transcripts
Course grade books
Couse catalogs
Commencement programs (listing graduates)
Transcript supplement-oversees (should be made part of permanent transcript)
Public Safety Records (Stony Brook University Police
retains its own materials)
Crime incident reports
Blotter
GeneralMaterials
Official minutes and hearing proceedings (governing body, board, commission,
committee)
Meeting agenda when not included in minutes
Legal opinion or directive
Procedure manual
Opinion survey records (official copy)
Internal investigation/non-fiscal audit records (reports and recommendations)
Annual reports
Final reports
Special reports
Program plan (annual, special, long-range)
Official memoranda
Campus Announcements
Records of the Vice Presidents, Provosts, Directors, and Chairs
Committee records
Annual budget
Annual audit reports
Records of the Registrar (see above)
Alumni records (minutes, publications)
Admissions reports
Office of research reports
University development reports
Student organizational records
Official university publications
Departmental publications
Newsletters
Booklets
Flyers
Brochures
Catalogs
Posters
Special Bulletins
Yearbooks
Student newspapers
University directories
Faculty/staff rosters
Alumni magazines
Photographs
Slides
Negatives
Videos (Note: a separate video guideline exists for Educational Technologies)
Audio cassettes
Motion pictures
Oral histories
Microfilm (back up)
Maps and plans