Records Management
Best practices in records management
for dance companies and choreographers
Copyright © 2013 Dance Heritage Coalition
Table of Contents
Acknowledgements
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Introduction
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What is records management?
How will records management help me?
What are records?
Getting started
Record identification chart
Physical Records: Organization and Storage
Organization
Organizational systems chart
Controlled vocabulary examples
Storage
Digital Records: Organization and Storage
Filing structures
File naming conventions
Email
Cloud computing
Preservation and Storage
Inventories
Terminology
Templates
Record Retention and Destruction
Sample Record Retention and Destruction schedule
Additional Resources
Physical Storage and Preservation
Digital Storage and Preservation
File Name Conventions and Electronic Records Management
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Acknowledgements
This guide was developed using resources from the Library of Congress, the Society of American
Archivists, the Northeast Document Conservation Center, the California State Archives, Arlene
Yu, and Nichole Arvin. I gratefully acknowledge the artists and artistic staff that aided my
research from the Lar Lubovitch Dance Company, the Trisha Brown Dance Company, the Joe
Goode Performance Group, the Deborah Slater Dance Theater, Nancy Karp + Dancers, and Ma
Fish Co. Special thanks to Arlene Yu and Meagan Samuelsen for their expert consultation.
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Copyright © 2013 Dance Heritage Coalition
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Introduction
The life of a dance work extends beyond the rise and fall of the stage curtain; as an active
company or choreographer, you constantly generate new records and materials crucial to your
continued creative output, organizational functions, and legacy. By organizing your records for
optimal access and use you will be able to more efficiently promote your work, apply for
funding, and develop your legacy.
What is records management?
Records management is the ongoing process of establishing and using organizational systems to
retain control over your records during their creation, use, maintenance and disposition. The
resources in this guide are meant as suggestions for you to consider when establishing your
own standards for organizing and describing your materials; before you develop your own
systems, consider the ways in which you use your records, and adapt these guides to suite your
unique needs.
How will records management help me?
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You will be able to find what you need more easily. Records will be organized, making it
easier to find what you need to run your company, apply for funding, and create
promotional materials.
You will save space and money. By implementing a system for determining which records
to save and which records to get rid of you will minimize the amount of storage space you
need.
You will solidify your institutional identity. Institutional memory will be preserved on
paper, as well as through people.
You will preserve your legacy. Legacy materials will be identified and properly cared for.
Photographs, videos, and documentation will be inventoried and stored in a way that makes
it easier for people to appreciate the value of your work in the future.
What are records?
Records are documents or materials that were created as a result of your company’s activities.
These types of materials can range from recordings of rehearsals and performances, publicity
materials, photographs, and music scores to administrative and outreach documents like
budgets, calendars, correspondence, and mailing lists.
Not all of the records you create need to be saved. If a record does not demonstrate one of the
following characteristics, you do not need to save it.
Copyright © 2013 Dance Heritage Coalition
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Administrative Value: records that document your operating or business procedures.
Fiscal Value: records that document the use of funds.
Historical Value: records that document what your company creates and accomplishes.
Legal Value: records that document business transactions.
Operational Value: records that document fulfillment of the institution’s mission or
mandate.
Getting Started
It’s not as overwhelming as it sounds. You probably already have some kind of organizational
system in place, however provisional. Rather than creating a new system, identify and refine
what you already have in place. What you come up with will be more sustainable for you if it’s
based on what you were doing before. Before you start thinking “systematically,” write down
or collect your answers to these questions:
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What are the mission, vision, and goals of my company?
What types of records do I create, and how do I use these records to support these goals?
Are my records currently organized in a way that makes it easy for me to find the
documents I need to support these goals?
Which aspects of my current organizational system work well and why?
Which aspects would I like to improve, and why?
Who else uses my records and how do they use them?
What resources do I have to assist me (for example: database programs, interns, etc.)?
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Copyright © 2013 Dance Heritage Coalition
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Record Identification Chart
Use the following chart to identify the types of records your company creates, how they are
used, and how they are currently organized. This outline will give you a sense of whether your
current organizational systems meet your needs.
Type of Record
What is it used for?
Who uses it?
Where is it?
Example: Performance
photographs
Promotional
materials
Marketing
department
Saved on
office
computer and
back-up hard
drive,
arranged by
work
Example: Performance videos
Promotional
materials; restaging
work
Marketing
department;
Artistic director
On shelf in
office,
arranged by
work
Example: Contracts with dancers
Reference for future
contracts
Production
manager
In top drawer
of filing
cabinet in
office,
arranged by
work and
dancers’ last
name
Creative materials:
Choreographic notes
Costumes
Musical scores and CDs
Performance videos
Photographs
Rehearsal binders
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Rehearsal videos
Set pieces
Production materials:
Administrative/travel details for
engagements
Auditions
Correspondence
Engagement contracts and
technical riders
Production binders
Production details for each
tour/venue
Promotional materials:
Posters
Programs
Press Clippings: articles, profiles,
announcements, etc.
Press Clippings: reviews
Newsletters
Organizational materials:
Board minutes and
correspondence
Contracts with
photographers/videographers/
other collaborators
Insurance
Leases
Personnel files, including contracts
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Tax and financial, including audits
Education materials:
Curricula/teaching materials
Educational marketing kits
Development materials:
Correspondence
Donor records
Grant applications
Grant follow-ups
Other:
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Copyright © 2013 Dance Heritage Coalition
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Physical Records: Organization and Storage
When creating a system for organizing your physical records (programs, posters, photographs,
videotapes, contracts, tax forms, etc.) consider the ways in which you use these records. For
example, you will probably look for creative records such as choreographic notes, rehearsal
videos, set designs, etc. first by work and then by date. The table below outlines suggestions
for ways in which you might want to organize your records.
Separate materials by format (i.e. group all programs together, all tapes together, etc.). This
will help both with consistency in organization and description, and also in preservation. By
keeping like materials together, you can better control the conditions in which they are stored.
The table below outlines best practices for storing your records.
Organization
Best Practices:
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Consistency is key. No matter what system you develop for organizing your records, it is
important to maintain consistency in the system across time and personnel to avoid lost or
duplicate records.
Clearly identify, label, and date all items and storage containers in easy to understand and
consistent terms.
Develop a standard set of names and phrases to describe works, events, and places (this is
called a controlled vocabulary.) This will help you to avoid labeling and filing items related to
the same topic in different ways, thus making it difficult to locate materials.
Once you create a system for organization and description, create a written document
describing the system to include in staff and volunteer orientations.
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Copyright © 2013 Dance Heritage Coalition
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Organizational Systems Chart Examples
The following table provides suggestions for how you might want to organize your records. The
first column lists types of materials you may choose to group together. Use the second column
to brainstorm alternative ways to organize your materials.
These are just a few ways you may choose to organize your materials; the most important
aspect of an organizational system is that it makes sense for the company and is simple to
maintain. Use the Record Identification Chart above to see how you are currently organizing
your records and how you can expand or refine those systems to better meet your needs.
Creative materials
Choreographic notes
Costumes
Musical scores and CDs
Performance videos
Photographs
Rehearsal binders
Rehearsal videos
Set pieces
Production materials:
Administrative/travel details for
engagements
Auditions
Correspondence
Engagement contracts and technical
riders
Production binders
Production details for each
tour/venue
Promotional materials:
Posters
Programs
Press Clippings: articles, profiles,
announcements, etc.
Option 1
Work→ Date
Work
Work→ Composer
Work→ Date
Work→ Date
Work→ Date
Work→ Date
Work
Option 2
Tour Date→ Presenter
Work→ Last Name, First
Name
Correspondent’s Last
Name, First Name→ Date
Tour Date→ Presenter
Work
Tour Date→ Presenter
Date
Date
Work→ Date
Copyright © 2013 Dance Heritage Coalition
Work→ Date
Work→ Date
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Press Clippings: reviews
Newsletters
Organizational Materials:
Board minutes and correspondence
Contracts with
photographers/videographers/other
collaborators
Insurance
Leases
Personnel files, including contracts
Tax and financial, including audits
Education Materials:
Curricula/teaching materials
Educational Marketing Kits
Development Materials:
Correspondence
Donor records
Grant applications
Grant follow-ups
Work→ Date
Date
Date
Last Name, First
Name/Company Name
Company Name
Company Name
Last Name, First Name
Date
Date
Date
Donor/Funder’s Last Name,
First Name→ Date
Donor’s Last Name, First
Name→ Date
Funder→ Date
Funder→ Date
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Copyright © 2013 Dance Heritage Coalition
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Controlled Vocabularies
The following table provides suggestions for terms you might want to use to describe your
records. Using a consistent set of terms will help you to avoid labeling and filing items related
to the same topic in different ways, thus making it difficult to locate materials.
Resource Type
Press Clipping
Formats
Physical
Print, 8.5 x 11
Electronic
Raster Image/Photo:
Rehearsal Photo
Print, 8.5 x 14
JPG
Rehearsal Video
Print, large format
PSD
Interview Audio
Photo negative
GIF
Interview Video
Photo slide
TIF
Performance Photo
Canvas
JP2
Performance Video
CD
Vector Graphic:
Press Photo
DVD
AI
Press Video
Donor Event Photo
VHS
DVCAM
SVG
CDR
Donor Event Video
Mini DV
INDD
Education Photo
Education Video
3 1/2" disk
Zip disk
Audio:
MP3
Costume
Set Piece
Program
Minidisc
WAV
AAC
Video:
Venue Brochure
MP4
Poster
Souvenir
Educational Material
AVI
WMV
DAT
F4V
FLV
MOV
Document:
PDF
DOC
XLS
WPD
Location
Admin desktop,
[directory\file]
Admin laptop,
[directory\file]
Co. Manager desktop,
[directory\file]
Development laptop,
[directory\file]
Exec. Director's
laptop, [directory\file]
Artistic Assoc. laptop,
[directory\file]
Old hard drive,
#_____,
[directory\file]
Backup hard drive,
[directory\file]
DVD binder
Master videotape box
#_____
Master DVD box
#_____
Performance files
Engagement
administrative/legal
files
Education files
Company legal files
Company
administrative files
Company personnel
files
Production binder
Rehearsal binder
c/o Artistic Associate
c/o Rehearsal Director
c/o Merchandising
Director
Storage
Copyright
[Company Name]
Agreement on file
Unknown
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Storage
Best Practices:
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Store materials in a cool and dry environment with adequate ventilation.
Do not store materials in attics, basements, near water pipes, or in hot and damp places.
Use metal shelving, and do not place materials directly on the floor.
Store oversized items flat, not rolled, when possible.
Make sure magnetic tape (audio and video) is tightly wound and stored upright with the
wound side down.
Do not expose materials to unnecessary light.
Minimize the use of staples, glue, rubber bands, and other adhesives.
Dust and inspect materials periodically for signs of mold.
Identify and date each item directly on the item itself, using pencil on paper materials, and
an acid free archival marker (not a Sharpie) on other materials; labels can be added to tapes
using archival cloth tape and acid-free marker.
Audiotapes
Books
Diskettes/Minidiscs/Zip disks
DVDs/CDs
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Copyright © 2013 Dance Heritage Coalition
Store on edge, never flat
Always rewind completely
Minimize exposure to dust
Do not stack
Avoid strings and rubber bands
Store vertically next to similarly sized
materials if possible, and use bookends
large enough to support the book
Protect from light and moisture
Copy files to a hard drive
Back up to at least two copies
Store copies separately and minimize
exposure to dust
Have at least three copies: one “master,”
one “duplicate master” from which you
make copies, and one “use” copy
Store copies separately, and store masters
vertically in jewel cases
Use an acid--‐ free, archival marker (not a
Sharpie) to mark the discs, keeping
completely to the clear inner ring (best) or
to the outside edges of the CD/DVD
(acceptable)
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Do not use stick-on labels
Email
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Hard drives
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Print out important emails and file with
other paper correspondence
Back up to at least two copies
Whenever possible, migrate files from old
computers to new hard drives
Store copies separately and minimize
exposure to dust
Add permissions to files so they cannot be
overwritten or altered; quarantine highresolution copies of photo and moving
image files
Fold as little as possible
Do not tape, clip, staple, or rubber band
together
Make copies, or scan and make prints as
soon as possible, and discard originals
Make sure your copy/scan includes
information on the newspaper title and
date
Avoid adhesives
Fold as little as possible
Do not tape, clip, staple, or rubber band
together
Store flat (horizontal) in a map drawer or
portfolio
Store each photo separately in archival
sleeves made of polyethylene or
polypropylene
Store on edge, never flat
Always rewind completely
Minimize exposure to dust
Do not stack
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Magazine articles and magazines
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Newspaper clippings
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Paper (8x11 or 8x14 or smaller, including
programs and brochures)
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Paper (large format, such as posters, light
plots)
Photo prints/negatives/slides
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Videotapes
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Copyright © 2013 Dance Heritage Coalition
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Digital Records: Organization and Storage
Introduction
For many individuals or small companies, systems for managing digital records were developed
haphazardly as electronic record keeping and communication became increasingly prevalent.
As greater numbers of digital records are created and accumulated, more people begin to
interact with the system, and file formats and hardware become obsolete, informal
organizational systems are no longer sufficient. Implementing a formal records management
program for your digital records, either from scratch or restructuring a current system, may
seem daunting. In the long run, by implementing a simple organizational structure and
standardizing file names you will be able to increase efficiency in administration, find the
records you need to promote your work, and ensure that your legacy is not erased with a
crashed hard drive or obsolete file formats.
Filing Structure
Developing a structure
The organizational systems that you use for filing your paper materials may not be the best
system for filing electronic records. Quantity, duplication, alterability, and differing file types
are only a few of the ways electronic records differ from paper records and therefore demand
differing systems of organization and identification.
Filing structures should reflect your organization’s activities and how you use your files, so that
most records will have a clear home. It is important to develop a system that is simple and
intuitive so that you and your staff are inclined to use it! Before you create your filing system,
create a list of your organization’s departments and/or functions. Some examples of this could
be:
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Creative
Development
Education
Financial
Human Resources
Public Relations
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After you have established your top level of folders based on departments or functions, create
a second level of folders based on activity or project. Some examples of this could be:
Save your records within the activity or project folders, not in the higher-level folders.
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Best Practices
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Don’t make the organizational system so individualized that people who come after you
won’t be able to take it over. Before instating a new system, discuss it with your staff and
volunteers to make sure that it is easily understandable and useable by all.
If your organization has several staff members or volunteers managing records, define clear
roles and responsibilities.
Having a policy or system in place does not mean that others will follow it. When instituting
the system, or training new staff or volunteers, make sure they understand the importance
of the system and how it will help them and the organization in the long run.
File Naming Conventions
Establishing a standard format and set of guidelines for naming electronic files will aid
organization and make it possible to identify the content of the document without opening
it. While it is helpful to determine a shared system that everyone follows, it is more
important that the titles be clear, consistent, and meaningful rather than overly prescriptive
and formalized. It will be helpful to establish a standard set of names and phrases to
describe works, document types, and creators (this is called a controlled vocabulary.) This
will help you to avoid labeling and filing items related to the same topic in different ways,
thus making it difficult to locate materials.
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Include DATE, DESCRIPTION, and CREATOR in file names
o For example, “2013_05_16_mellongrantapplication_mfw.docx”
o “2005_program_nutcracker.psd”
Include DATE, WORK, LOCATION, PHOTOGRAPHER, and NUMBER IN SERIES in photograph
names
o “2005_nutcracker_oakland_smith_.004.tif”
Use lowercase letters when possible
Eliminate spaces between words, periods, and backslashes in the file name to minimize
potential OS and software problems.
Dates should be yyyy_mm_dd
Develop a system for establishing version control
o Numerical indicators such as 1_0, 1_1, 1_2, …, 2_1, 2_2, …
o Phrases such as “draft,” “review,” and “final”
o For example, “2013_05_16_mellongrantapplication_mfw_draft.docx”
o Or, “2013_05_16_mellongrantapplication_mfw_1_3.docx”
Create a document outlining your file naming conventions, and share it with all staff and
volunteers.
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Email
Email is often perceived as different from other types of electronic records; it is subject to
highly individualized systems of organization and not incorporated into shared filing structures.
Not all emails need to be saved outside of the email client and into the filing system, but many
relevant records and correspondence are rendered inaccessible when they remain only in
email. Developing a shared understanding of what constitutes an important email to save will
ensure that significant organizational decisions and transactions will remain accessible to
everyone even after the current staff members move on or in the event of a malfunction with
the email client.
Best Practices
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Consider saving email messages that:
o Need to be forwarded for information purposes
o Contain discussions relevant to internal operational systems
o Contain information about business transactions
o Contain information about hiring or firing staff or volunteers
o Contain information about or discussions with funders or donors
Determine who is responsible for saving email messages to the filing system
o For internal messages, the sender of the email
o For messages sent externally, the sender of the email
o For external messages received by one person, the receiver of the email
o For external messages received by more than one person, the person
responsible for the area of work related to the message
Use meaningful titles in the “Subject” field of the email
When saving emails to the filing system, file them with related materials (i.e. save email
correspondence with a donor in the “Development” file) and follow established file naming
conventions
Provide clear direction to staff and volunteers regarding when and how to save an email
into the filing system
Cloud computing
Cloud computing is a technology that allows you to store and access digital records on multiple
servers and through the Internet. Cloud computing is a useful tool when working
collaboratively, working from home or on the road, or sharing documents and files with others.
While this freedom to share and collaborate on documents can be conducive to productivity, it
also means that files can be easily changed, removed, or deleted by others. It is important to
implement a records management plan within these cloud-computing environments so that
you are able to maintain control over the documents that are important to your organization.
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Best practices
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Be selective when granting editing permissions.
Be consistent in your organizational and file naming systems. Follow the same
organizational structure and naming conventions in the cloud as you do on your own server.
This will help in locating documents across platforms.
Save copies of final documents onto your server. Saving final copies of documents will
ensure that future revisions, accidental deletions, or the termination of a user account will
not jeopardize the document. These documents should be saved in the filing structure.
Before a user account is terminated, make sure other users will be able to retain access to
important emails, documents, calendars, etc.
Preservation and Storage
The most important thing you can do to protect your digital records is to regularly back up your
hard drive. An external hard drive is the most reliable format for creating your back-ups. Store
these hard drives in as geographically diverse areas as possible. For example, consider sending
a back up hard drive to a board member located in a different city or state. CDs, flash drives,
and online services can be used as temporary forms of back-up, but do not rely on these types
of media for long term storage as they may become obsolete or inaccessible.
Keep these materials in a cool and dry location away from dust and water pipes. Be sure to
save one copy of your records on a hard drive that you do not access on a regular basis.
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Inventories
An inventory not only helps you locate your materials, but it is vital when calculating insurance,
applying for funding to work on collections, transferring your files to another organization, or
developing a disaster plan. Listed below are sample fields to choose from when you are
creating your inventory. By selecting the fields that are relevant to your needs you have the
flexibility to develop an inventory only as detailed as you need. Think about how items are
already labeled and how that information can be transferred to a spreadsheet as you develop
your inventory template.
Best Practices
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Create separate Excel spreadsheets for different materials for large inventories or one sheet
with different sections.
Fields:
Choreographic Work
Use a standardized name of the work from your controlled vocabulary, or what was written in
the program
Condition
Describe visual damage
Creator
Include choreographer, designers, videographer, etc.
General Notes
Include information that does not belong in previous fields that could help when searching for
an item
Date of Creation
Use a standardized format, can be specific or a range
Generation
Possible entries are: raw footage, edited original, master, copy
Location
Possible entries are: Room Name, Drawer #, Box #
Material Type/Format
Use standardized terms from your controlled vocabulary
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Place of Performance
Include theatre/venue name, city, state, and country
Storage Specs
Describe format of physical storage
Title of Item
Title of item, Work, or other unique description
Unique numbers
All audiovisual items should receive a unique identifier for inventory purposes and item-level
processing. If you already have a system that is clear and easy to use, don’t feel that you need
to redo anything. If you are starting from scratch, here are some suggestions for designing a
system. Most importantly, find a work flow that is efficient and clearly identifies your
materials.
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Start your unique identifier with the acronym for your organization (e.g., DTH for Dance
Theatre of Harlem). The letters will help identify the item if it is borrowed or moved.
Also, the letters prevent confusion if the item or label is upside-down.
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After the acronym, use a 4 or 5 digit number sequence depending on the number of
tapes in your collection.
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The first digit can represent the format of the item. So 1 = VHS; 2 = Mini-DV; 3 = BetaSP; etc.
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The next 4 or 5 digits are unique to that item and can go from 001 or 0001 to 999 or
9999.
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Following the system above, numbers may look like ABC_20020, indicating the ABC
company's 20th tape in Mini-DV format
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If you have tapes that are copies or excerpts of other items, you should use your
numbering system to reflect relationships. Keep the system simple and standard across
all your items.
Volume
List how many items you possess, i.e. 1 box, 1 folder, 25 CDs
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Paper Materials
Field
Location
Title of Item
Material Type/Format
Volume
Choreographic work
Place of Performance
Date of Creation
Creator
Condition
General Notes
Example
Back Office, File Cabinet 4
Office Lease
Office files/Paper
2 folder
1988-1995
Photo Materials
Field
Location
Title of Item
Material Type/Format
Volume
Choreographic work
Place of Performance
Date of Creation
Creator
Condition
General Notes
Example
Artistic Associate’s laptop
Dance of the Devil
jpg
1 set of 45 images
Dance of the Devil
Tan Theatre
2000/0716
A. White
Video Materials
Field
Location
Unique Number
Title of Item
Material Type/Format
Volume
Choreographic work
Place of Performance
Example
Media Room, Box 7
DVD_1-10
Dance ABC
Rehearsal DVDs
10
Dance ABC
Organization HQ, Studio Z, Washington, DC
Date of Creation
Creator
Condition
2005/06
Jane Doe (choreographer)
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General Notes
Generation
Julie White (lead)
Raw footage
Costume Materials
Field
Location
Title of Item
Material Type/Format
Volume
Choreographic work
Place of Performance
Example
External storage site
Costumes for “Divine”
costume
15
Divine
Date of Creation
Creator
Condition
General Notes
1998/07
A. Kotler
Hole needs to be sewn
Digital Materials
Field
Location
Unique number
Title of Item
Storage Specs
Material Type/Format
Volume
Choreographic work
Place of Performance
Example
Cab 1, Shelf 2
1
Old computer files
Lacie 2TB hard drive
Scripts and writings
1.52 TB
Date of Creation
Creator
Condition
General Notes
Audio Materials
Field
Location
Unique number
Title of Item
Storage Specs
Copyright © 2013 Dance Heritage Coalition
Example
LIB-1, Drawer2-13.1
AUD-57
Carmen
Compact Cassette
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Material Type/Format
Volume
Choreographic work
Place of Performance
Date of Creation
Creator
Condition
General Notes
Generation
Bizet, composer
Copy
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Record Retention and Destruction
Once you determine what records your company has, you can use that information to develop
a records retention schedule. The following document is intended to provide guidance in
developing your company’s document retention and destruction schedule. Statutes of
limitations and state and government agency requirements vary from state to state, therefore
each organization should carefully consider its requirements and consult with legal counsel
before adopting a Document Retention and Destruction Policy.
SAMPLE
Document Retention and Destruction Schedule
Electronic documents should be retained as if they were paper documents. All electronic
documents that fall into the following document types should be maintained for the
appropriate amount of time, after which they should be deleted from individual computers,
databases, networks, and backup storage.
Organizational:
Incorporation Documents: articles of
incorporation, bylaws, mission statement
Permanent
Tax-exemption Documents: application for
Permanent
tax exemption, IRS determination letter, state
determinations
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Meeting/board documents including
agendas, minutes, etc.
Permanent
Human Resources:
Payroll records and summaries (including W2’s, 1099’s, 941’s, state reports)
7 years
Personnel records
Permanent
Employee’s W-4 form
Entire time it is in effect plus 3 years
Records of employee exposure to hazardous
materials or conditions
30 years after termination of employment
Workers comp claims (after settlement)
7 years
Employment applications
3 years
Retirement plan benefits
Permanent
Employee handbooks
Permanent
Employee orientation and training materials
7 years after use ends
Timesheets
7 years
Withholding tax statements
7 years
Real Estate:
Deeds, mortgages, contracts and leases still
in effect
Permanent
Contracts, mortgages, notes, and leases
(expired)
7 years
Insurance Records:
Insurance records, current accident reports,
claims, policies, etc. (active and expired)
Permanent
Financial:
Audit report by outside CPA
Permanent
Internal audit reports
3 years
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Payroll records
7 years
Check register and checks
7 years
Bank deposits and statements
7 years
Chart of accounts
7 years
General ledgers and journals (includes back
reconciliations)
7 years
Investment performance reports
7 years
Equipment files and maintenance records
7 years after disposition
Contracts and agreements
7 years after all obligations end
Correspondence regarding important matters Permanent
Technology:
Software licenses and support agreements
7 years after all obligations end
Operations:
Ticket stubs
Until FY audit is completed
Miscellaneous internal reports
3 years
Miscellaneous historical records
Discretionary
Contracts (still in effect)
Contract period
Correspondence (general)
2 years
Correspondence (legal and important
matters)
Permanent
Trademark registrations and copyrights
Permanent
Development:
Grant applications
Duration of grant plus 5 years
Grant compliance documentation
Duration of grant plus 5 years
Donor history-detail
5 years from last gift
Donor history-summary
Permanent
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Artistic:
Correspondence (important matters)
Permanent
Archival video
Permanent
Production Files
Permanent
Programs
Retain 3 copies permanently
Calendars
Permanent
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Additional Resources
Physical Storage and Preservation
The Northeast Document Conservation Center offers storage advice for a variety of paper
records.
http://www.nedcc.org/free-resources/preserving-private-and-family-collections/caring-forprivate-and-family-collections
The American Institute for Conservation of Historic and Artistic Works
http://www.conservationus.org/index.cfm?fuseaction=Page.viewPage&pageId=497&parentID=472
Digital Storage and Preservation
The Library of Congress’ Personal Archiving: Preserving Your Digital Memories website provides
simple and practical strategies for preserving digital photographs, audio, video, email, personal
digital records, and websites.
http://www.digitalpreservation.gov/personalarchiving/
File Naming Conventions and Electronic Records Management
Best practices for file naming from the North Carolina Department of Cultural Resources
http://www.records.ncdcr.gov/erecords/filenaming_20080508_final.pdf
Electronic records management and file naming guidelines from the Minnesota State Archives
http://www.mnhs.org/preserve/records/electronicrecords/erfnaming.html
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