Records Management Services
Records Management Services, a department of Harvard University Archives, provides guidance to University staff, faculty, and administrators on how to understand their responsibilities for stewarding and managing their records.
The Harvard Corporation defines a University record as “recorded information regardless of physical characteristics, created, received, recorded, or legally filed in the course of University business.”
Harvard's records—one of the University's most valuable assets—serve as evidence of the University’s organization, functions, policies, decisions, procedures, operations, and other activities.
The Harvard University Archives is charged with the responsibility of ensuring “the prudent maintenance and efficient disposition of University records, consistent with sound archival standards, budgetary considerations, and legal obligations.”
The University Archives' Records Management Services staff work in partnership with the archives and records management programs at the Harvard Business School and the Center for the History of Medicine at the Countway Library at Harvard Medical School.
Harvard University Archives
Pusey Library, Harvard Yard
Cambridge, MA 02138
United States
University Records Guidance
In-Office Records Management
Offsite Records Storage
- Adobe E-Fill and E-Sign Instructions (PDF)
- Box Refile Form
- Box Retrieval Form
- Deposit Box Folder List (excel)
- Empty box and barcode request form
- Records Center Account Contract (PDF)
- Records Center Checklist (PDF)
- Request Account Inventory Form
- Request Authorized Users List
- Request to Update Account Billing Code Form
- Storage Deposit Form (PDF)
- Storing Records at the Harvard Depository
- Tips for Managing a Records Center Account (PDF)
Transferring Historically Significant and Permanent Records to the Archives
Workshops
Records Management Services offers workshops on popular records management topics. The workshops deliver practical advice that can be implemented in your office and are appropriate for all University employees.
Workshops are open to employees from offices and departments in Central Administration, the Faculty of Arts and Sciences, and Graduate Schools in Cambridge.
Please note that local records management services are provided at HMS/HSDM/ChanSPH and HBS and training sessions offered for departments and offices are located at these schools. For HMS/HSDM/ChanSPH, please contact the Archives and Records Management Program at Countway Library. For HBS, contact HBS Archives Program.
Trash or Treasure: Guidance on Retaining Your Office Records
Objective: Have you ever wondered, "How long do I need to keep my office records? Can I throw them away when I am done with them?" This workshop provides tools and advice to help you determine how long to keep your records and what to do when you no longer need to hold onto them. Whether you feel like you’re drowning in information or you're concerned that you're keeping records too long or not long enough, this workshop is for you.
Length: 1 ½ hours
Who should attend: All employees who want to effectively manage their office's administrative or program records.
What you will learn:
- What the resources are to help determine how long to keep your office records
- What to do with records when they are no longer needed by your office
- How to use Harvard's guide for records commonly found across the University
Out of Sight: Off-site Records Storage
Objective: This workshop will present the step-by-step process of sending records to off-site storage at the Harvard Depository. We cover everything from how to pack a box to how to complete the deposit paperwork.
Length: 1 ½ hours
Who should attend: Employees who have not yet sent records to storage as well as anyone in charge of packing and depositing boxes who would like a refresher course.
What you will learn
- How to identify records eligible for storage
- How to pack and label boxes correctly
- How to complete the paperwork and expedite your deposit
- How to recall records back to your office
Note: You should be familiar with the General Records Schedule (GRS) and how to apply it to your records before taking this class. If you have not used the GRS, register for our Trash or Treasure workshop.
Email Management & Retention
Objective: This workshop will introduce methods for gaining control of email and managing it according to Harvard records policies as well as provide tips on how to organize your email.
Length: 1 ½ hours
Who should attend: All employees who want to effectively manage their email.
What you will learn
- Methods of controlling email
- The application of the General Records Schedule to email
- Examples of types of email with their appropriate retentions
Note: You should be familiar with the General Records Schedule (GRS) and how to apply it to your records before taking this class. If you have not used the GRS, register for our Trash or Treasure workshop.