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Guidelines for Organizational Records


Records produced by an organization have long-term value. Boise State accepts donations of records that document the purpose, activities, and policies of an organization, both within Boise State (See Policy 1020: Public Records Management) or in the community, region, or state. Records should be inactive—that is, no longer regularly used for routine business.

Transfer Guidelines

Ideally, transfers occur on a regular basis (e.g. annually, quarterly) and are at the discretion of the organization. Incorporating this responsibility into a position description and/or by-laws ensures this duty remains active as participants change.


The Organization Secretary is responsible for transferring records to the Boise State Special Collections and Archives annually at the end of the fiscal year.


If possible, create an inventory of folders/items within boxes, a Patron Donor Inventory template is available (Google Sheet). This helps to more quickly make materials available.

About the Records

Digital Files

Digital files should have descriptive file names and a consistent naming convention, and preferably organized in folders.

Example: 2022-01-01BoardMeetingMinutes.docx

Digital files can be transferred via email, Google Drive, flash drive, external hard drive, or other means. A small amount of files are easily transferred via email, larger amounts work better via other methods. The archives can loan a device to which files can be copied for transfer.

Formats of Materials

  • Electronic files: digital photos/recordings, Word/Excel/Powerpoint, emails
  • Physical files: documents, photos, recordings

Types of Materials

This list is a sample (not comprehensive) of record types:

  • Annual Reports
  • Audio-Visual materials
  • Blueprints/building plans/specifications
  • Board Minutes
  • Clippings
  • Constitutions and By-laws
  • Correspondence
  • Directories
  • Education and community programs
  • Financial records, Budgets, Audit reports
  • Handbooks
  • Job descriptions
  • Legal documents
  • Newsletters
  • Pamphlets, brochures, etc.
  • Photographs
  • Planning documents
  • Press releases
  • Production records
  • Publications
  • Publicly-filed documents
  • Training materials