October 31, 2014

Archival

Marine Biological Laboratory
Policy No. H.1.8
Library

Initiated byDirector, MBLWHOI Library
Approved by:MBL Director/CEO
Date: April 7, 2000
Revision: Reconfirmed February 13, 2004
Distribution: MBL Community

1.0Policy Statement:
The Director, recognizing the need for a formal archival policy to ensure the preservation and availability of the official papers of the Marine Biological Laboratory for historical purposes, adopts the following policy and procedure for the collection and preservation of these vital papers, records and documents.

2.0All records generated or received by the various administrative and academic offices of the Laboratory in the conduct of their business, regardless of the form in which they are created and maintained, are the property of the Laboratory and constitute archival material. The records covered by this policy include all papers and correspondence, including official printed materials, minutes, committee files, photographs, instruments, models, financial records, personnel records, and associated papers – in sum, any records or papers generated or received by the various administrative and academic offices of the Laboratory in the conduct of their business or scientific work – are the property of the Laboratory and constitute archival material upon deposit into the Archives.

2.1Potential archival material in MBL offices may not be destroyed or placed in non-MBL storage without the approval of the Director, the Library Director, and Departmental Representative or Scientific Laboratory Director.
2.2Materials so selected for preservation (See the MBL Guide to Records Deposit) shall be sent to the MBL Archives.
2.3 The officer in charge of each administrative or academic office, in consultation with the MBL Archivist, will be responsible for deciding how long inactive papers are to be retained in and under the direct control of the office concerned.

3.0The Laboratory will also welcome the offer of privately owned material bearing on the history of the Laboratory and of marine science and technology, provided, however, that the Laboratory incurs no obligation to retain such material as an integrated collection or in any prescribed form. (See Library Gift Policy).

4.0MBL Guide to Records Deposit in the Archives
The role of the MBL Archives is to collect, preserve, and manage laboratory records that have continuing administrative, historical, or scientific research value. Access to administrative records is regulated to safeguard confidentiality. The archivist will be happy to assist in determining the proper disposition.

5.0Policy and Procedural Updates:
Policy clarification and procedural updates are available from the MBLWHOI Library.