Archival Records

Definition

Biographical, academic, or other file data available from the college or other agencies and institutions.

Advantages

Tend to be accessible, thus requiring minimal effort.
Build upon data collection efforts that have already occurred.
Can be cost efficient if required data is readily retrievable in desired format.
Constitute nonintrusive measurement, not requiring additional time or effort from students or other groups.
Very useful for longitudinal studies.
Good way to establish a baseline for before and after comparisons.

Disadvantages

Especially in large institutions, may require considerable effort and coordination to determine exactly what data are available campus-wide and to then get that information in desired format.
To be most helpful, datasets need to be combined. This requires an ability to download and combine specific information for multiple sources. It may require design a separate database for this downloaded information.
Typically the archived data are not exactly what is required, so that the evaluator must make compromises. In some cases, it may be a stretch to use such data as surrogates for the desired measures.
If individual records are included, protection of rights and confidentiality must be assured; where applicable, Institutional Review Board approval should be obtained if there is doubt.
Availability of data may discourage the development of other, more appropriate measures of data sources.
May encourage attempts to "find ways to use data" rather than assessment related to specific goals and objectives.

Ways to Reduce Disadvantages

Early-on in the development of an assessment program, conduct a comprehensive review of existing assessment and evaluation efforts and data typically being collected throughout the institution and its units (i.e., campus data map). An Office of Institutional Research is found on may campuses and can be helpful in this process.
Be familiar with the Family Educational Rights and Privacy Act (Buckley Amendment) and avoid personally identifiable data collection without permission. Assure security/protection of records.
Only use archival records that are relevant to specific goals and objectives of learning and development.

Bottom Lines

Can be quick, easy, and cost-effective method, if data are available and accessible. Usually limited data quality but integral to valuable longitudinal comparisons. Should be a standard component of all assessment programs.

References:

Journal of College Student Development;

Degree Attainment Rates at American Colleges and Universities:

Effects of Race, Gender, and Institutional Type.