Historical Records
Records may have a historical value after they have met their required minimum retention. Artifacts and memorabilia exist all over a school district. This is fine, but also a problem, because it is often assumed that these items have only nostalgic value that may not seem to carry much importance.
However, their value lies in all of the above in addition to the trust they inspire from the general public (especially anyone connected to closed schools) in the district for having retained those items that memorialize early educational experiences.
There is another very important value in retaining historical materials. Community celebrations often involve school histories, and what better way to celebrate than with the physical artifacts of bygone days.
Finally, their value lies in recording customs, cultures and educational practices that are often at first glance not apparent. For example, a school paddle indicates that the school district condoned corporal punishment.
A Records Center may provide storage space for the district's historical materials. It should be stored in an archive-approved location. The items may be checked out as needed by the departments or schools.
District historical records help in current decision making and in future planning by describing the past and how it has influenced prior decision-making.
COMMON HISTORICAL ITEMS:
Records designated as archival –
The primary record must be appraised by Utah State Archives prior to disposal. Secondary copies are not archival and may be retained according to school district policy.
- Building dedications
- Publications
- Annual reports
- Budget reports
- Photographs
- Negatives
- Architectural drawings
- Scrapbooks
- Audio recordings
- Newspaper clippings
- Dedication programs
- Newsletters
- Slides
- Academic items
- School bulletins
- Yearbook
- Report of evaluation of accreditation
Memorabilia -
These items do not have minimum retention requirements and should to be retained according to school district policy.
- Event programs
- Banners
- Posters
- Published school history
- PTO/PTA newsletters
- Sports items
- Time capsules
The best storage area for district historical records is in an archive-approved storage area, such as a storage facility in a concrete building, which reduces the chance of destruction by natural disasters. The humidity and temperature should be set as recommended by the Utah State Archives.
HOW TO DETERMINE IF RECORDS DESIGNATED AS NON-ARCHIVAL (THAT HAVE MET THEIR MINIMUM RETENTION) AND/OR MEMORABILIA SHOULD BE STORED FOR HISTORICAL PURPOSES:
- Is it valuable information for the community?
- Would it be useful for preparation of bonds or levies?
- Does it document good historical information for district or school?
- Is it information that would be useful in historical research?
- How much storage space will be required?
- Is this the best media for storage of information?
- Is the information important in planning for the future?
HISTORICAL SERVICES PROVIDED BY RECORD CENTER MAY INCLUDE:
- Assist in researching history.
- Assist in presentations for public relations.
- Assist in preparing and evaluating documents for storage.