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Preserving Cornell History: Official Cornell University Records and Departmental Information

Contents

Please note: As of July 1, 2025, Rare and Manuscript Collections (RMC) has paused acceptance of all gifts of collection materials.  This pause will allow us to focus on our commitment to sustainable stewardship, balancing intake capacity with available resources, and will help us address changing research needs and position our collections and services for the future. We continue to gladly evaluate items for potential future acquisition once the pause is lifted.

Overview, What is a University Record

The University Archives collects and preserves Cornell University records of historical, legal, fiscal, and administrative value. University records are records in any form that are created, received, recorded, or legally filed in the course of university business. University records serve as evidence of the university’s organization, functions, policies, decisions, procedures, operations, transactions or other activities.

The University Archives only collects permanent, non-scheduled, University records as defined in Cornell University Policy 4.7. Units generating official records or listed as an official repository as defined within the policy should ensure compliance with handling of records and be familiar with Policy 5.10, Information Security. Questions regarding retention and access for official records as defined in Policy 4.7 should be addressed to Cornell University Records Management.

Departmental or Office Records

Much of Cornell’s daily work is carried out by departments, offices, programs, and centers engaged in academic, research, and administrative work.

What is not collected:

  • Active files, those that are still being used regularly do not need to be transferred to the University Archives, but a schedule should be developed so that as the files become inactive they are transferred at regular intervals
  • Personnel files, files containing hiring, tenure review or disciplinary materials
  • Student records that fall under FERPA (with some exceptions)
  • Records that are scheduled for destruction
  • Duplicate copies of materials, either within the collection or that duplicate other holdings within the University Archives

What may be considered:​

  • Departmental histories, including narrative, visual or other media items
  • Faculty and staff biographical material including job descriptions
  • Minutes and meeting proceedings
  • Organizational charts
  • Academic program proposals
  • Accreditation reports and correspondence or other institutional evaluation files
  • Departmental level correspondence and supporting documentation regarding administrative matters including topics of interest, events, legal, fiscal, other non-routine issues of significance impacting the department
  • Policies, including legal opinion or directive, resolutions, rules, regulations, manuals of procedures, etc.
  • Official publications of the department including public communication or marketing materials and event, conference and symposia materials
  • Special project or program files including related publications, audio and visual aids, photographs, handouts, publicity material
  • Reports, annual, daily, long-range, project related
  • Subject files

Preparing and Transferring Record​s

All transfers should be scheduled in advance by contacting the Cornell University Archives. We are unable to accept materials that are mailed or dropped off without prior arrangements.

Additional information about preparing records for transfer can be found on the Preparing and Transferring materials page.

Restrictions, Student Privacy & FERPA​

If your materials contain items that need to be restricted or contain items that fall under the protections of the Family Educational Rights and Privacy Act (FERPA) please read the two sections on restrictions and student privacy found on: the Preparing and Transferring materials page.

Contacts

Please note: As of July 1, 2025, Rare and Manuscript Collections (RMC) has paused acceptance of all gifts of collection materials.  This pause will allow us to focus on our commitment to sustainable stewardship, balancing intake capacity with available resources, and will help us address changing research needs and position our collections and services for the future. We continue to gladly evaluate items for potential future acquisition once the pause is lifted.

Evan Fay Earle
Dr. Peter J. Thaler ’56 University Archivist and Interim University Records Manager
Division of Rare and Manuscript Collections
2B Carl A. Kroch Library
Cornell University
Ithaca, NY 14853

For questions regarding collections or materials currently within the University Archives or other reference requests relating to University history contact the Reference Desk.

If you have items relating to University history or other Cornelliana and have questions regarding the potential acquisition of the material by the University Archives use the Cornell University Archives e-mail.

For questions regarding the preservation of official University Records as defined in Policy 4.7 or about Records Retention Policies use the Cornell University Records Management e-mail.

E-mail is the preferred initial method of communication, but phone messages may be left at 607-255-3530

Collection Highlights