Keep or toss? New guidelines for records collection

Staff across UCAR/NCAR are in the process of sorting through boxes and boxes of records—some that haven’t been opened in years—held in the organization’s symbolic attic: Iron Mountain, a storage facility located in Denver.

To aid the culling process, the NCAR Archives has implemented a new set of guidelines to help staff recognize materials worthy of preservation in the Archives.

“The Archives serves as a repository for permanent records that have enduring or historic value,” explains Kate Legg, NCAR archivist. “I want to make sure people keep an eye out for gems among all those years of records.”

Kate is looking for records that document significant programs, initiatives, outreach activities, research, and new directions in the governance of programs, labs, and divisions. This may include annual reports, budgets, meeting minutes, audiovisual materials, maps, memorabilia, and more. The Archives does not accept financial transaction documents, travel records, personal reference materials, or personal financial statements.

Kate says that so far the culling process hasn’t resulted in any significant historical finds, but she’s eager to see the results as more divisions sort through records, especially from past field projects.

Staff are encouraged to check the Archives website for a detailed list of what it does and does not accept, as well as to contact the Archives with questions. The Archives does not accept records that are on the F&A Schedule.