Deaccessioning Guidelines

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Deaccessioning Guidelines for Purdue University Calumet Archive and Special Collections

Why records will be removed from the Archive and Special Collection: The established mission (scope, content, and collection areas) of the Purdue University Calumet Archive and Special Collection will act as the primary measure of collection development and deaccessioning (permanent removal) of records. As the Archive and Special Collection’s mission evolves to meet the needs of the university, all records will be evaluated for deaccessioning.

Deaccessioning of records that no longer fit the scope and/or content of the archival collection will be removed and either disposed of or donated to more appropriate repositories according to the following:

Donor’s desires from the Deed of Gift: All donated records to the Archive and Special Collections are accompanied by a Deed of Gift (D.O.G.) that allows the donor to, in the event their donation no longer fits the scope and/or content of the collection, choose how their records will be removed from the Archive. Their wishes, if specifically indicated at time of donation, will be carried out by the Archive Staff. If, however, the D.O.G. does not indicate a specific method of permanent removal, the Archive Staff will dispose of the records in a manner appropriate to the record and its overall value.

Any records to be deaccessioned where there is no explicit disposition plan (as directed in a D.O.G.) or that cannot be relocated to a more appropriate archive will be destroyed as follows:

All paper records: Will be shredded and recycled ensuring those records are never used again.
Non-paper records: Are to be disposed of properly, and that disposal shall comply with all University, State, and Federal guidelines for safe and environmentally friendly dispatch.