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Student Records Summary



 Thanks to all who responded to my informal survey question about custody
of student records. I had 45 responses. Of these :

 at 26 institutions custody is shared between Registrar and Archives

 at 19 institutions custody is entirely with the Registrar.


 Some observations :

 At a number of institutions where in the past Registrar had sole
custody, inactive records are currently being digitized or microfilmed by
the Registrar with transfer of originals to Archives pending.

 Record schedules for transfer of inactive student records to Archives
vary widely, from 5 years after graduation to graduates pre 1920.

 In several institutions custody is also shared with the Alumni office.
Often the cycle is Reg - Alumni - Archives.

 Individual graduate schools in larger institutions often retain custody
of their own inactive student records.

 Physical custody may not translate to access. In several institutions
Archives may house inactive student records but access is permitted to
Registrar only .

 Most archivists in institutions where the Registrar has sole custody seem
to be quite happy with the arrangement, feeling that they do not have the
staff or resources to take on the management of inactive student records.


 Steve Fisher
 University of Denver

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