Archiving VUMC Records
The VUMC Archives at EBL is the official repository for inactive administrative records of long-term significance. There is no direct cost to departments, and departments maintain permanent access to their records.
Depositing Your VUMC Records in the Archives
The first step is to identify whether your records may have permanent value. This is not always an easy matter, but some factors to consider include:
- Materials not eligible for the Archives include those currently in regular use by the office of origin; records already attached to a retention schedule requiring destruction (such as timesheets, invoices, and travel records); lab records; books, journals, reprints; or and third-party publications; and other records not created by VUMC.
- Materials eligible for the Archives include: executive departmental correspondence; departmental reports; policies and procedures; photographs; VUMC publications; faculty, resident, and student records; and board and committee minutes.
For more information about the scope of archival records, please see OP 10-40.11 (Archiving Permanent Records). If you are unsure to which category your records belong, please contact the VUMC Archives.
Once you suspect that your records may be permanent, please contact the VUMC Archives. We will visit your office, make a final determination, and pick up the boxes. See the VUMC Archival Records Deposit Agreement for more information.
Frequently Asked Questions
Does the VUMC Archives sell boxes?
No, we do not sell boxes. If you are already keeping the records in archival quality boxes, we will use those. If new, archival quality boxes are required, we will provide them at no cost.
So what do I do with my non-permanent records?
If you do not have sufficient storage for your inactive, non-permanent records, you will either need to contract either an outside records management vendor, or you can call VUMC Storage & Services at 615-936-4626.
What happened to the records we used to store with the EBL Records Center?
If your department did not move them to another records management vendor, these records were transferred to VUMC Storage & Services. Please contact them at 615-936-4626 for more information.
Who has access to our records?
VUMC archival records are restricted for a minimum of 25 years. During this period, generally only the office of origin will have access to these records. Other records may be restricted for a longer period of time. See OP 10-40.31 (Access to Archival and Historical Records Maintained by Eskind Biomedical Library Special Collections) for specific information.
Can I check files out from the Archives?
All deposits to the VUMC Archives are permanent, and archival records are non-circulating, with the occasional exception of files needing to be reactivated by the originating department. All other materials are only to be consulted in the reading room.