University Archives: Collection Development Policy--Archives

APPENDIX A UNIVERSITY ARCHIVES TABLE OF CONTENTS

I.	Description
II.	Mission
III.	Administration
		A.	Administrative Relationships
		B.	Acquisitions
		C.	Appraisal
		D.	Checklist
		E.	Processing
		F.	Processing-Procedures
		G.	Access to Archives
		H.	Security and Use
		I.	Conservation and Restoration
		J.	Disaster
		K.	Non-Print Material
IV.	Service
		A.	Administrative Service
		B.	Educational/Research Service
		C.	Publicity
V.	Personnel
		A.	Archives
		B.	Support Personnel
		C.	Staff Increases
VI.	Facilities and Equipment
		A.	Facilities
		B.	Reading Room
		C.	Stack and Processing
		D.	Equipment
VII.	Supporting Services
VIII.	Special Collections
IX.	Records Management

UNIVERSITY ARCHIVES James A. Michener Library University of Northern Colorado November 18, 1988
I.	Description
		University Archives serve as a central resource for information collected about the diverse functions and for historical records of the various offices, departments, schools, and colleges which make up the University.
II.	Mission
		A.	To collect, preserve, and provide access to the documentation which underlies the life, thought, activities, and development of the University.
		B.	To collect, preserve, and provide continuing access to the documentation of the life and cultural development of the University community.
		C.	To encourage the collection of papers, artifacts, historical materials, documentation, and information which will stimulate the academic community to study its roots, understand its development, and stimulate its growth.
		D.	To provide bibliographic access through print, microform, computerization, or other suitable means.
		E.	To provide adequate facilities for the retention and preservation of such records.
		F.	To provide information services that will assist the operation of the institution.
III.	Administration
		A.	Administrative Relationships
			The University Archivist reports directly to the Director of Public Services.
				1.		The University Archivist is responsible for serving as the primary spokesperson in conveying the needs, concerns, services, activities, and perspectives of Archives to the University Library, and in conveying to the department's staff information necessary or useful for the proper operation of their jobs .
				2.		The University Archivist in conjunction with the Director of Public Services is responsible for identifying, locating, soliciting, and obtaining for the department archival materials which have administrative, legal or historical value for the University.
				3.		The University Archivist must develop a working relationship with other departments and administrative services to coordinate and insure the transfer of documents to archives. This includes the development of written procedures and policies for the transfer of University documents.
		B.	Acquisitions
			The University Archivist will maintain current and accurate procedures and activities required for acquiring records and papers for the University archives.
				1.		The University Archivist will maintain a current and accurate written collection policy. It should include:
							a.	An analysis of the current holdings of the archives with identification of particular areas of weakness in the documentation of  the University's history, preferably by office or by chronological period. This analysis should include the official records of the University; the records and papers produced by University related organizations, groups, and individuals while they are actively connected with the University such as the private papers of faculty produced while serving on the University staff; and materials such as still photographs, motion picture film, audio and video tape, oral history interviews, machine-readable records, and manuscript collections relating to the University.
					2.	The Archivist will develop and maintain a written plan for improving the documentation in the areas of weakness by targeting offices and groups for collection emphasis and establishing priorities in the acquisition of new holdings.
					3.	The University Archivist will collect those records, papers, monographs, etc. that are directly related to the University.
					4.	Only gifts or donations that are directly related to the University will be accepted in Archives. The acceptance of any gift will follow procedures and guidelines as described in the University Libraries Gift Policy.
					5.	An accession register will be maintained, re cording the date, title, office, bulk, condition of record, and transferring officer or donor.
					6.	The Archivist will maintain a file containing information on every office, organization, or individual with which the archivist has discussed records transfer or donation. The information will include dates of contact, agreements or transfers or donations, current status of contact, and supporting correspondence or phone memoranda.
					7.	A current brochure for University offices will be developed and maintained outlining archival services and records transfer procedures.
		C.	Appraisal
			The University Archivist determines the administrative legal , fiscal, historical and long-term research value of records and selects these records for retention in the archives. In selecting records, priority should be given to records that meet one of the following considerations :
					1.	The record should document the development and growth of the University.
					2.	Priority should be given to those records that reflect the development and activities of those University offices and committees that cut across departmental divisions and that formulate or approve University-wide or division-wide policy as well as faculty and administrative involvement in those activities.
					3.	Archives may accept records in imminent danger of loss or destruction for temporary storage pending a decision on ultimate accession or disposal.
		D.	Checklist
			The following is a checklist of appropriate records for the University archives. Documentation need not be restricted to these areas. This is intended to be a guide and not an exhaustive list of what should be retained in archives.
					1.	Minutes, memoranda, correspondence, and reports of the Board of Trustees.
					2.	Records of the Office of the President including correspondence, administrative subject files and reports .
					3.	Correspondence, subject files and reports of the Vice President for Academic Affairs and Provost.
					4.	Correspondence, subject files and reports of the Vice President for Administrative Services.
					5.	Minutes, memoranda, and reports of all major academic and administrative committees, including the faculty senate and its committees.
					6.	Correspondence, subject files, and reports of the Vice President for Student Affairs.
					7.	Correspondence, subject files, and reports of the Vice President for University Relations.
					8.	Accreditation reports and supporting documentation .
					9.	Annual budget and audit reports.
			.		10.	University bulletins/catalogs, class schedules, enrollment reports, graduation rosters, and other reports issued on a regular basis.
					11.	Alumni records including minutes of the Alumni Association.
					12.	Reports of the admissions office.
					13.	Reports of the University development office.
					14.	Records of Student Representative Council.
					15.	All publications, newsletters, or booklets distributed in the name of the University, including: catalogs, special bulletins, yearbooks, student newspapers, University directories, faculty and University news letters, alumni magazines, and ephemeral materials .
					16.	Audiovisual materials documenting the development of the University such as still photographs and negatives, films, and history interviews, and audio and video tapes.
					17.	Maps and plot plans documenting physical growth and development.
					18.	Reports of research projects, including grant records.
		E.	Processing
			The University Archivist will be responsible for the arrangement, description, and preservation of collections and records series to be maintained in the archives.
					1.	Arrangement
							a.	Records will be organized according to the recognized archival principles of provenance and original order. Where no apparent order exists, the order will be determined by the potential uses of the record.
							b.	All folders and containers of records, papers , and materials will be clearly labeled in some appropriate manner. All materials now boxed or folder ed will likewise be labeled.
							c.	Arrangement of collections and series on the shelves in the archives may be arbitrary so long as records may be quickly retrieved and serviced.
					2.	Finding Aids
						The University Archivist will develop guides, catalogs, lists, inventories, registers, and ideas designed to describe the holdings of the archives to potential users to enable the archivist to retrieve information.
							a.	A minimum basic finding aid would consist of the information contained in the accession register arranged by title of collection or record series and placed in a card catalog, loose-leaf notebook, CARL database, or other device that permits easy access to the relevant information.
							b.	When possible, a finding aid for each collection or record series should be available to researchers. The detail provided in this finding aid will vary depending on the staff available and the archivist's judgment of the importance of the series and the potential volume of use.
		F.	The University Archivist will be responsible for carrying out the following minimal procedures during processing the present records.
					1.	Records should be inspected for the presence of vermin, mold, and mildew and steps taken to eliminate any such organisms.
					2.	Especially brittle, damaged, or torn documents should be repaired or copied in accordance with approved methods. Polyester encapsulation is recommended for any torn or brittle document whose intrinsic worth merits the cost.
					3.	Unbound papers such as correspondence should be placed preferably in acid-free folders, and then boxed in document cases or covered boxes lined or constructed with acid-free materials.
		G.	Access to Archives
					1.	Access to material in University archives will be on equal terms to all researchers/users who abide by the rules and regulations of the archives .
					2.	As a public domain, no restrictions on access will be placed on archival material.
		H.	Security and Use Procedures for Archives
					1.	Archival material will be used in the confines of archives or designated areas.
					2.	All users will be required to complete a standard registration form recording the user's name, address and a listing of the records series requested and used.
					3.	The reading area will be supervised at all times when records are in use.
					4.	Only pencils may be used by readers handling archival materials.
					5.	Records will be returned to the stacks or to a restricted temporary storage area immediately after use.
					6.	Eating, drinking, and smoking will not be permitted in the archives.
					7.	The archives stack area will be restricted to staff only.
					8.	Archives will develop photocopying and micro filming policies that insure the security of their material.
		I.	Conservation and Restoration
			The University Archivist will be responsible for basic conservation and restoration of their holdings, and for training staff in basic handling procedures.
					1.	Priorities for minimizing deterioration
							a.	Minimize fluctuations of temperature and humidity .
							b.	Minimize delay in applying procedures outlined in section III F.
							c.	Only trained personnel will undertake restoration .
		J.	Disaster
					1.	The University Archivist will develop a disaster plan of action in the event of fire or water damage, or other casualty.
					2.	Archives staff will be immediately notified of any disaster by library administration.
		K.	Non-print Material
			Non-print materials that document the history of the University will be retained by Archives. In order to document fully the history of the school they serve, such materials should be actively sought as widely as possible.
					1.	Still photographs
							a.	Photographs received as part of a record series may be left in the series or moved to a central file if a record is made of their original location.
							b.	Still photographs will be stored in acid-free envelopes or folders, in metal filing cabinets or acid-free boxes.
							c.	Appropriate agencies will be solicited for donations of photographs such as yearbooks, student newspapers, athletes, alumni, and public relations office.
							d.	The archivist will attempt to identify deteriorating photographs and separate them from the main collection pending copying and/or treatment.
							e.	Slides will be filed vertically in appropriate boxes.
					2.	Audio and video tapes
							a .	The University Archives will seek audio and video tape recordings relating to UNC.
					3.	Machine-readable records
							a.	The University Archives will not retain machine-readable records unless it is  determined that they are of importance to the history and development of the University.
					4.	Oral history interviews
							a.	University archives will cooperate with any institutional oral history program undertaken by UNC by accepting deposit of tapes and transcripts and by assisting in the preparation.
IV.	Service
	The University Archivist is responsible for providing service as follows:
		A.	Administrative Service
			The following are the basic service functions to University administrators and to faculty and student governance bodies:
					1.	Provide an informational service based on the holdings of the archives. From these holdings information may be provided to answer questions about the history of the University, the development of policies and procedures, the history of programs, organizations , and individuals connected with the University.
					2.	Provide reference service on all records in archives .
		B. Educational/Research Service
					1.	The archives will serve all interested persons as an information resource on the history, development, and physical growth of the University, and its policies, programs, and organizations.
					2.	The amount of reference service provided to researchers will vary with the type and volume of requests, but should at a minimum provide detailed guidance on the possible sources of the information sought and an explanation of how to use the records involved.
					3.	Archives serves as an educational laboratory where students may learn not only about a particular subject, but also about the resources available and the techniques for using them.
							a.	Archivist will provide, where interest justifies it, information sessions for students on researching archives and manuscripts .
							b.	The archivist may develop cooperative programs with individual departments or faculty members which will increase the use of archival resources while providing instructional guidance for the users.
		C.	The archivist will encourage the use of the archives by all interested persons. In addition to providing research/reference service the archivist will publicize services and collections, with the approval of the Director of Public Services and the Director of University Libraries, by any of the following means:
					1.	Develop and distribute an informational handout on the archives, its services, and holdings.
					2.	Report its holdings of the archives to appropriate national and regional guides.
					3.	Arrange for exhibits or displays at least once a year.
					4.	Publicize services and holdings reporting any significant activity, event, or accession to  the campus newsletter, student newspaper, and news service.
					5.	Include the archives in all descriptions of campus resources such as a library handbook or campus catalog.
V.	Personnel
		A.	Archivist
			The University Archives will be administered by a full-time archivist. The archivist will have strong professional credentials including archival training and experience and familiarity with research methodology .
		B.	Support Personnel
			In addition to the archivist, there will be a full-time assistant. The assistant will have the responsibility as secretary, typist, processor, and reference person. The assistant will answer questions and supervise archives in the absence of the archivist.
		C.	Justification for Staff Increases
			Staff needs will be reviewed in the light of the following :
					1.	Number of reference requests and/or daily registrations .
					2.	Volume and nature of accessions.
					3.	Number of requests from campus departments for records management assistance (records inventory, analysis, and scheduling).
					4.	Volume of unprocessed holdings.
					5.	Additional assignments.
VI.	Facilities and Equipment
	The following facilities and equipment are minimal for the proper functioning of the archives:
		A.	Facilities
					1.	The archives will be located in a fire-resistant or fireproof building and equipped with fire extinguishers .
					2.	Temperature and humidity conditions should be maintained as constant as possible.
					3.	All archives area will be provided with locks: access to keys to these locks should be strictly limited.
		B.	Reading room
					1.	The reading room will be easily accessible to  the stacks.
					2.	The reading room will accommodate several users.
					3.	Any overflow for reading space will be within the proximity of archives.
					4.	The reading room will be well lighted and furnished with appropriate furniture.
					5.	The reading room will contain guides to the collection.
		C.	Stack and processing areas
					1.	Archives will maintain a stack area where access can be limited to personnel in archives. The size of the stack area will be determined by the present size of the holdings and the volume of annual accessions.
					2.	Archives will maintain an area for the processing of unorganized collections. This area should be physically separated from the reading area. A regular office may serve this function.
		D.	Equipment
					1.	Shelving will be provided for present holdings plus five year's projected accessions.
					2.	The shelving will be metal with adjustable metal shelves of adequate width and strength.
					3.	Special storage equipment for oversize items such as photographs, maps, blueprints will be provided.
					4.	Acid-free covered documents cases will be used.
					5.	Acid-free file folders, both legal and letter size will be used.
					6.	Records storage or transfer cartons will be used.
VII.	Supporting Services
	The following supporting services or equipment are required for proper function of archives:
					1.	A dry-process copying machine or easy access to copying facilities that accept archival quality paper.
					2.	Easy access to microfilm and microfiche readers.
					3.	Easy access to audiovisual equipment.
					4.	Access to photo and sound duplicating facilities.
					5.	Access to microfilming and processing facilities or services.
					6.	Access to preservation facilities or services, especially fumigation and document repair.
VIII.	Special Collections
	Special Collections of the University Archives are collections of materials which have either been assembled to meet some special need or interest, or, have been donated to the University Libraries. All such donations will be accepted only with the approval of the Director of Public Services and the Director of University Libraries. Some donated materials may be integrated into the Library Collections and some may be retained in archives or the vault, depending upon the item or materials and their value or use.
		A.	Special Collections include materials directly relevant to the current UNC curriculum, such as materials which support a specific department, course, or provide background resources for the curriculum .
		B.	Special Collections include materials directly relevant to the history and historic curricula of the University, such as archival materials on program , faculty, activities, achievements, pr ducts, and projects of the University.
		C.	Special Collections may include materials from civic, community, county, state, and other prominent leaders, as they directly relate to the University, its programs, and its activities.
		D.	Special Collections may include rare, unusual, or important monographs which directly relate to the University curriculum.
		E.	Any collections outside of the scope described will not be retained in archives unless it is determined to have a high monetary or historical value to the University by the Director of Public Services and the Director of University Libraries.
		F.	When possible, a finding aid or brochure describing the special collections should be available to researchers. The detail provided in these finding aids will vary depending on the staff available and the archivist's judgment of the importance of the series and potential volume of use.
IX.	Records Management
	Records management is the administrative system which controls all records and information of an institution from their creation to their ultimate disposition. Within this framework are forms, reports, correspondence, maps, drawings, etc., whether they be in machine-readable, micrographic, or hard copy formats.
	The University Archives under its present structure cannot expand its charge to include records management. If a records management office is developed the University Archivist should play a key role in the development and implementation of a campus records management program.