The College of Human Ecology at Cornell University has its own comprehensive records management program. This program provides a cost-effective approach to the management of all records created, received and maintained by the college and ensures that those records determined to be of enduring value are transferred to the Cornell University Archives where they are preserved and made available to researchers.

Records Management

The Records Management Program is responsible for managing all college records from their creation to their final disposition. That disposition can be to one of the following locations:

  • The University Archives located in the Division of Rare and Manuscript Collections for permanent retention
  • The records center in MVR Hall, where records will eventually be shredded/recycled according to a properly authorized records disposition schedule
  • Temporary storage for sponsored faculty research material

If an e-mail message was

  • created or received in the transaction of business,

  • retained as evidence of official policies/decisions,

or

  • has historical significance valuable informational content

it is considered a University record and is subject to the same retention period as the paper equivalent. (i.e. e-mail may be equivalent to formal correspondence) As such it may need to be retained for longer than an e-mail system is capable of retaining it. It is the responsibility of the sender/recipient to determine if a particular e-mail message constitutes a University record.

E-mail messages which require long-term retention should be either retained electronically on retrievable media or printed, including all header and transmission information, and filed with their electronic or paper equivalents by the sender/recipient.

In a court of law, liability can become involved when such documents (paper or electronic) are not available to be provided. Be aware that your decision to retain or destroy an e-mail message may become an issue in a court situation.

The College of Human Ecology's Records Center is a storage facility that provides centralized storage for the college's records that must be retained for legal or administrative reasons. The records center is located in the basement of MVR Hall. The records are in a secure environment where they can be stored until their destruction, but from which they can be retrieved if needed.

When the time of destruction arrives, written permission will be obtained from the records coordinator in your area and the files will either be shredded or recycled.

To Deposit Material In the Records Center:
Call Records Management at 5-3530 (M-W) or 5-6326 (T-F) to request boxes and Records Transfer forms, or get a printable version of the form from the link below.

Some Common Do's and Don'ts:

  • Do not send hanging file folders as they break the box edges
  • Leave approximately one to two inches free in each box to facilitate servicing.
  • Do not write on the boxes, but instead fill out the Records Transfer form.
  • Fill out one form for each box.
  • Please type the form or write legibly and give all the necessary information so that files can be easily retrieved.
  • Place the completed Records Transfer form inside the box cover and notify Records Management that your boxes are ready to be picked up.
  • Once your box has been assigned a location, the records coordinator in your department/center will receive a copy of the Records Transfer form with the location listed.

To Retrieve Boxes or Folders From the Records Center:

To assure confidentiality, departments may access only their own records. Access to records of another department requires authorization, in advance, from that department.

You may retrieve individual file folders or boxes by:

Please note the box location from which the file is to be retrieved. It may be found on the Records Transfer form that was returned to your department's records coordinator at the time you deposited the boxes. If you do not know the location number, be sure to indicate the date the material was sent to the Records Center.

Records Center staff will retrieve the records. When ready they can be delivered by:

  • campus mail
  • picked up by a member of your staff
  • hand delivered

When you have finished using the records they should be returned promptly. If they are to be retained permanently in the department, please let the records manager know.

Review Material

The University Archives is within the Division of Rare and Manuscript Collections located in Kroch Library. Currently, the Archives collects and preserves records of historical, legal, fiscal, and/or administrative value to Cornell University. Holdings include official records and reports of the university, its officers, and component parts; private papers of faculty, students, staff, and alumni; official and student publications; maps and architectural records; audiovisual materials including still photographs and negatives, motion picture film, oral history interviews, and audio and video tapes; and artifacts and ephemera documenting Cornell's history.

To Transfer Material to the University Archives:

  1. Contact Records Management at 255-3530 (Mon-Wed), 255-6326 (Thu-Fri) or email eek2@cornell.edu to request acid free boxes and folders, if necessary. The Memorandum of Understanding Form is for faculty papers. The Archives Transfer Report Form is for University records.
  2. Please contact records management to receive the excel template in order to create a box list (inventory) of what is being transferred to the Archives.

Some Common Do's and Don'ts:

  • Do not send hanging file folders as they break the box edges.
  • Fill out the proper form.
  • Boxes may be numbered in pencil only.
  • Please remove all metal paper clips.

To Review Material in the University Archives:

Material in the University Archives does not circulate. In order to use the material, you will need to register and use the material in the reading room in Kroch Library. Guidelines for using the material can be found at: http://rmc.library.cornell.edu/find/registration.html

Records Manager:
Eileen Keating
2B Kroch Library or T411A MVR Hall
Cornell University Ithaca, New York 14853
Ph: (607) 255-3530 (M-W) or 255-6326 (Th-F)
E-mail: eek2@cornell.edu

University Archivist:
Evan Earle
2B Kroch Library
Cornell University Ithaca, New York 14853
Ph: (607) 255-3530
E-mail: efe4@cornell.edu

Records Transfer Form
(To deposit material in the Records Center)

Records Request Form
(To retrieve material from the Records Center)

Memorandum of Understanding Form
(To donate faculty papers to the University Archives)

Cornell University Archives Transfer Report Form:
http://rmc.library.cornell.edu/about/archives_transfer_report.html
(To transfer University records to the University Archives)

FERPA/eCommons Release Form - General

FERPA/eCommons Release Form - Requiring Honors Thesis Faculty Mentor's signature