Records Management @Pomona

Mission: to provide for the consistent and efficient creation, use, maintenance, organization, and disposition of the College's records. The program will ensure the preservation of records with permanent or archival value and ensure the retirement and destruction of records with temporary value.

Purpose: to collect, preserve, and make accessible historical records and documents. All Pomona College's administrative and academic departments are required to participate in the College's records management program.

Official College records consist of all recorded information created or received in the course of conducting business to meet the administrative, evidential, fiscal, legal, and historical needs of the institution. These records are the property of Pomona College. Types of records include:

  • Academic Records: Records that document teaching and learning, such as course schedules and descriptions, syllabi, and reading lists.
  • Administrative Records: Includes reports, correspondence, operational records for all offices, departments, units, committees, and working groups, including executive staff.
  • Communications Records: Includes photographs, publications, websites, and social media networks.
  • Employment Records: Personnel records, benefits, and payroll records for all employees; includes Faculty Tenure and Promotion records.
  • Financial Records: Budget, accounting, investment, and gifts and estate records.
  • Facilities and Campus Services Records: Records concerning building and grounds construction and maintenance.
  • Research Records: Grant records and grant-related accounting records.
  • Student Records: Graduate and undergraduate matriculated and non-matriculated student records.

Please see Collections Development Policy for a complete list of material we actively collect.

Consultation Services: The Archives provides records management services to all offices and departments to assist in the effective management of your department's records. The services we offer are:

  • personalized retention schedule for your department;
  • file retention consultation;
  • transfer of files and materials of historical value to the College.

PLEASE NOTE: Once files or collections are transferred to the Archives, they will be processed according to current archival practices and standards. We will assess the collection for historical value and follow retention schedules as published to the website. Once the assessment is completed, we will follow current archival standards including proper preservation of materials. Please see Society of American Archivists (SAA) Core Values Statement and Code of Ethics.

For an assessment and consultation of your files, please contact