An inactive record is a record that is no longer used by the creator in the regular course of business. However, it may still be occasionally used for legal, historical, or operational purposes.
What if my records contain confidential and/or sensitive information?
We know that some materials created by university leadership and administration can contain confidential and sensitive information. Therefore we have put these restrictions in place:
While we strive to make records accessible, we can also discuss additional restrictions.
Have materials to donate?
Contact us for a consultation. An archivist will answer your questions and review the donation process with you.
Phone
412.268.5021
Web
The University Archives serve as the repository for all inactive official university records.
We collect records from all past and present academic programs, departments, and centers at Carnegie Mellon. This includes all schools, colleges, interdisciplinary programs, and research centers. We also house the records of inactive programs such as Margaret Morrison Carnegie College and the Mellon Institute of Industrial Research. We preserve these records for their historical, legal, and fiscal value.
Our goal is to document the creation, development, procedures, and priorities of academic units at CMU.
What We Collect
Before sending your records, please contact us. We will answer your questions and explain the donation process in more detail.
Create an Inventory
If you are able to create an inventory for the materials, that's ideal, but not neseccary. Depending on the size and format of the donation, this can take the form of a list of boxes or files, or a detailed account of every item. This inventory will help us create a detailed description for the collection, which will serve as a guide as we begin the process of preserving your donation.
Analog Material
Pack them in sturdy boxes or containers (banker-sized boxes are preferred). Label each box with a rough account of the contents (eg. VHS Videotapes of Buggy) and number each box sequentially. As you are packing the material, try to retain the original order as much as possible.
An archivist will work with you to move or ship the boxes to our facility. If you need assistance packing the materials, the University Archives can provide support in most cases.
Digital Material
We have several methods available for digital material.
Storage Device
We prefer USB flash drive or a hard drive, but also accept devices such as CD and DVD as well as floppy disks and other obsolete media. We recommend using a hard drive if donating large quantities of media files, including photographs and video.
Electronic Delivery
We accept files via email, BOX, and Google Drive. If using BOX or Google Drive, we will create the folder for you.