Senior Administrator Records Retention and Disposal Policy

This policy governs the handling, retention, and storage of business‑related Records and Records of historical significance (“Archival and Historical Records”) created by the President, Chief Academic Officer (Provost), Dean of the School of Religion, Chief Financial Officer, and Chief Operations Officer (each a “Senior Administrator”). All other vice presidents and employees should follow Earlham College’s Records Retention Policy for the proper care and handling of their Records.

This Policy is intended to outline the responsibilities of Senior Administrators in designating and preserving Archival and Historical Records because they are a vital part of the historical, legal, and financial record of the institution. Archival and Historical Records are important for future holders of Senior Administrators’ offices as they try to understand past decisions and functions of Earlham College. Nothing in this policy is intended to conflict with the Records Retention Policy.

3.1. At regular intervals and no less frequently than annually and again before their last day of service, Senior Administrators should use good faith efforts to designate, in accordance with this policy’s scope and purpose, which Records created by their respective offices are Archival and Historical Records. The Senior Administrators should work with the College Archivist/Records Manager to ensure that Archival and Historical Records are transferred to the College Archives.

3.2. Senior Administrators should follow the rules and guidance outlined in the Records Retention Policy for any Records that are not Archival and Historical Records.

3.3. This policy does not supersede Earlham’s Intellectual Property Policy and does not negate the rights of any officer of the college to protect their own intellectual property.

4.1. Record: Any information stored on a fixed medium (including, but not limited to, paper, email, any type of electronic file or data, still photographs, motion pictures, drawings, plans/blueprints, and audio/video Recordings, etc.) prepared or received in the course of business that documents the organization, functions, policies, decisions, procedures, operations, or other activities of Earlham College and the Earlham School of Religion.

4.2. Senior Administrator: For the purposes of this policy, Senior Administrator refers to Officers of the College as named in the bylaws (President, Chief Academic Officer, Chief Financial Officer, and Dean of the School of Religion), as well as the Chief Operating Officer.

4.3. Archival and Historical Records: Archival and Historical Records are Records deemed to have long-term, enduring value.

5.1. General Rules Regarding Access

5.1.1. The President may access any Records in the College Archives at any time so long as the Earlham College Board of Trustees has not put a restriction on the Records’ access.

5.1.2. The Chief Academic Officer, Dean of the School of Religion, Chief Operations Officer, and Chief Financial Officer may access any Records related to their respective offices at any time so long as the President has not put a restriction on the Records’ access.

5.1.3. If people outside of these offices wish to view these Records, they should contact the College Archivist. They must explain what specific Records they wish to access and why. The College Archivist will seek approval from the Senior Administrator of the appropriate office and the President before granting access to the specific Archival and Historic Records.

5.1.4. After 30 years, the Archival and Historic Records should be made available to any member of the Earlham College community.

5.2. Special Restrictions

The Record Creator should notify the College Archivist if any Archival and Historical Records require a different restriction from what is stated in the Policy above.

The Board of Trustees will address reports of the mishandling of Archival and Historical Records in accordance with applicable policies, procedures, and employee handbooks.

The President will address reports of the mishandling of Archival and Historical Records of the Chief Academic Officer, Chief of Operations, and Chief Financial Officer in accordance with applicable policies, procedures, and employee handbooks.

The College Archivist/Records Manager reviews this policy annually with a representative from the Office of the President. Amendments will be approved by the Board of Trustees.

October 16, 2026: Approved by the Board of Trustees upon the recommendation of the Audit, Risk Management and Compliance Committee of the Board.