[SOA] Finance and Business Office Materials

[Johnson, Jacqueline]

Dear colleagues,

I currently have an interesting situation. Recently, our Finance and
Business Office sent some boxes  to archives that appear to contain
materials that were kept on hand for the former Finance VP.  These
materials date from the 1970's to 2009. They are arranged by subject and
designated for permanent retention. Normally, in accordance with our
collection policy, the materials would be archived and kept permanently
with public access provided in accordance with Ohio Public Records laws.

The problem with this particular batch is that there is a lot of
legal/lawyer-client correspondence scattered throughout that is not for
public viewing. In many cases, there is a piece or two of legal
correspondence included in a file with other materials; in other cases, the
files mainly consist of legal correspondence with other related materials.
I'm not sure whether to separate the legal stuff from the regular material
for storage in records, send the entire collection to records even though
it contains a lot of good archival materials, or keep it in archives with
the legal materials put in envelopes marked "confidential".  We're in the
same situation that I suspect many of you are in--not a lot of staff, so
any attempt to separate the legal stuff from the other materials is going
to take a long time. I'm wondering if anyone has any suggestions for the
best way to deal with this. Any ideas would be welcome. You can reply
directly to me at schmidrf at miamioh.edu.


Thanks,
Bob Schmidt
Miami University Archives
Oxford, Ohio 45056
Phone: (513)-529-6720
Email: schmidrf at miamioh.edu
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