About Records Management

Records management is the systematic control of records throughout their lifecycle - from their creation or receipt to their disposal or transfer to the University Archives. Being mindful of the records we create and how we manage them has many benefits. It ensures that records of enduring historical, administrative, legal, or fiscal value are captured and preserved. It also allows for the timely destruction of records that are non-essential so that we may minimize litigation risks, reduce operating costs, and improve organization.

All University employees are responsible for managing the records in their custody. The University Records Management Policy indicates specific recordkeeping responsibilities of University employees and sets expectations for how records management will be implemented at Princeton.

Princeton University Records Management is located in the Seeley G. Mudd Library, home of the University Archives. In addition to providing direction regarding how and when to destroy obsolete records we also facilitate the transfer of permanent records to the University Archives.

Recent Posts

Thursday, April 17, 2014

Princeton University Records Management has a new look (and a new online address)! The new records management website replaces the records management... Read More

Tuesday, November 6, 2012

A week and a half ago, when everyone on the East coast was preparing for Hurricane Sandy, most of us were thinking about water, flashlights, sump pump backup power, and gasoline. How many people... Read More

Authority

The University Records Manager is authorized by the University Archivist to develop and implement a comprehensive, legally defensible records management program and provide records management support services to University staff. Records retention and disposition schedules are approved by the University Archivist and the University's Executive Compliance Commitee, whose members include Princeton's:

  • Executive Vice President;
  • Vice President for Finance and Treasurer;
  • Dean for Research;
  • Dean of the Faculty;
  • Vice President for Information Technology, Chief Information Officer;
  • Vice President and Secretary;
  • General Counsel and Assistant Secretary;
  • Chief Audit and Compliance Officer;
  • Vice President for Princeton Plasma Physics Laboratory; and
  • Vice President for Human Resources.

History of Records Management at Princeton

Since 1959, by decree of President Robert F. Goheen, Princeton's University Archivist has been the authority on all matters pertaining to the management of University records.

In 2007, Princeton University's Executive Compliance Committee, in conjunction with the University Archivist, published an internal set of records management guidelines for University staff, including records retention and disposition schedules as well as other information on records management-related topics.

In 2011, the University hired a University Records Manager, who reports to the University Archivist, to formalize the records management program through revision and expansion of the records retention and disposition schedules and the development of outreach and training programs. The records management website provides information about the records management program and serves as a clearinghouse for records-related information for University academic and administrative staff.