General Access Policies
- If you would like to access university records that require special permission (as described below), please send us an email. We'll help you make a request to view the records.
- Give us advance notice in order to view records that are stored off-site.
- Individuals or organizations donating material to the University Archives may set conditions on use.
- The University Archivist may close fragile or unprocessed materials at her discretion.
University Administrative Records
University administrative records include:
- records of deans of schools and colleges
- records of departments, institutes, and other offices as designated by the university president
- records of the officers Duke University, as defined in the bylaws
We follow the policy issued by the Office of the Chancellor on December 1, 1975, as follows:
"For a period of twenty-five years from the origin of the material, permission in writing from the director of the office of record [the office that created the records] and the University Archivist is required for use. After twenty-five years, records that have been processed may be consulted with the permission of the University Archivist."
Board of Trustees Records
Board of Trustees records include:
- minutes and supporting documentation of the Board of Trustees, its Executive Committee, and its standing and ad hoc committees
- reports, studies, and similar records presented solely to the Board
We follow the policy issued by the Duke University Board of Trustees on February 24-25, 1989, as follows:
In accordance with the Family Education Rights and Privacy Act of 1974/1976 (FERPA), Duke University permits students to inspect their education records and limits the disclosure of personally identifiable information from education records.
Education records are:
- Duke University-maintained records containing information directly related to a student.
Personnel records include:
- Employment records, including records related to hiring, evaluation and discipline, and termination.
- Search committee records.
Records in which individuals are identified are closed for 70 years from date of the origin of the records.