Archive Policy


All records, regardless of physical form or characteristic, generated or received by the PIC-USA's administrative offices, academic departments and faculty in the conduct of their functions, operations, transactions and other activities, become the property of PIC-USA, and as such, shall not be destroyed or removed from the creating units without the approval of the head of the office of origin and the concurrence of the Archivist. These records should be retained until further consultation between the head of the office and the PIC-USA Archivist results in the determination of their permanent value. All record-creating units shall be released to the Archivist for preservation and administration of records that are no longer needed for the transaction of current business. Once materials have been moved to the Archives, the office of origin shall have prompt access to them. The Archivist shall determine retention and disposal schedules for these records, to ensure the regular and efficiently organized transfer of non-current records.

General Access and Restriction Policies

The PIC-USA's Archives is committed to making records in its custody available on equal terms of access, in accordance with standard professional policy and archival practice. Equal access, however, does not mean that all records are open to research use. The PIC-USA Archivist holds the responsibility of balancing the researcher's need for access, in conformity with applicable laws regarding freedom of information, with the needs for confidentiality of persons and institutions whose activities are documented in the material. Restrictions imposed in designated classes of materials, or for a specific period of time, shall be made available only to the office of origin or upon approval by that office. Open records shall be made available to researchers who obey the rules and regulations governing the use of archival materials.

The following is a list of general restrictions applied to certain types of archival materials:

  • Materials restricted by statute, regulation, executive order, or court order
    • Information contained in such material may be disclosed only in accordance with provisions of such statute, regulation, executive order or court order.
    • The disclosure of materials containing information would constitute clearly unwarranted invasion of personal privacy or libel of a living person. Such records may be disclosed only to archives regular staff, in the performance of normal archival work, and to the officers and employees of the office of origin or its successor, who need the record for the performance of their official duties.

In addition, time restrictions on the use of these records will be imposed as follows:

  • Personal student records will be restricted for fifty years after graduation from College, or from the last year of relations with the School.
  • Records of the members of the Board of Directors, the administrative officers and staff, and the faculty, will be restricted for twenty-five years from the time of separation from the Academy. Even after the passage of time, if there is any reason to justify the withholding of the disclosure of information, a reasonable inquiry into possible sources of objection must be made prior to the release of the material.
  • Materials containing business and financial information, obtained with an expressed or implied understanding of confidentiality. Such information may be disclosed only if the party who sought assurances of confidentiality agrees to its release, and/or, if the Archivist decides that the passage of time would justify the release of the information.
  • Materials containing confidential employment or personnel information, such as appointment papers, performance evaluation results, disciplinary actions, etc. Such information may be disclosed only if the information does not identify the particular individuals or if the particular individual, or his legal representative, agrees to its release, or if the individual is deceased and the passage of time as mentioned above justifies its release.