1470 - University Archives
Last updated: July 01, 2008
PREAMBLE: In the fall of 2006 the university formed a task force to look into preserving the university's history. The task force was chaired by the faculty secretary and had representatives from the library, general counsel, records management and UIRA. This policy, approved by the general faculty on April 28, 2008, is a result of this group's efforts to formalize the institution's expectations concerning preserving historically significant material, whether in paper or electronic form. See also APM 65.02. (ed. 12-13)
A. General Policy
B. Designated Depository
C. Types of University Records and Files
D. Storing Documents
E. Copying to Other Media
F. Migration to New Media
G. Faculty and Staff Papers
A. General Policy. It is the university's policy that all records of significant value for understanding the university's history and the history of its subunits are permanently retained, appropriately stored, and made accessible. Such records may be on paper or in some sort of digital format. They include, but are no means limited to: all official publications of the university or unit (these documents are also subject to the State of Idaho's state depository law), pictures documenting the people or activities of the university or unit, records documenting significant changes in people or activities of the university or unit. These documents provide primary source material relating to the administrative, academic, legal, fiscal, social, and cultural interaction of individuals, departments, and programs of the university since its inception.
B. Designated Depository. Except where the originating unit maintains its own archives, the university library's Special Collections and Archives is the unit designated as the custodian of archival material.
C. Types of University Records and Files. A fuller, but still not exhaustive, list of university records that should be preserved archivally:
C-1. External executive correspondence documenting basic university operation such as planning, policy, decision making, or interdepartmental relations.
C-2. Campus correspondence documenting relationships with non-university agencies and individuals.
C-3. Documentation of ASUI, GPSA, Student Bar Association and other student groups and clubs and affiliated entities.
C-4. Annual reports.
C-5. Organizational information such as organization charts and delegation of responsibility.
C-6. Documentation of departmental development.
C-7. Committee records, minutes, agenda, reports, position papers, recommendations, and related correspondence.
C-8. Subject files, concerning single issues or special programs.
C-9. Documentation of conferences, conventions, institutes, and symposiums held on the University campus or in conjunction with university units.
C-10. Funded grant proposals and final reports.
C-11. Certain records that document compliance with laws and rules.
C-12. University and departmental publications such as catalogs, bulletins, yearbooks, directories, handbooks, calendars, newsletters, and brochures (see also State of Idaho's depository law).
C-13. Webpages of the university, its colleges, departments, and other major units.
C-14. Tape recordings, films, and videotapes documenting university activities.
C-15. Photographs of personnel and facilities.
D. Storing Documents. These records should be appropriately and securely stored (e.g., in locked file cabinets in climate-controlled, vermin-free areas) in the originating unit or, preferably, as a part of the library's Special Collections and Archives.
D-1. If stored in the originating unit, that unit should seek the advice of the Special Collections and Archives' staff concerning appropriate storage.
D-2. If transferred to Special Collections and Archives, the originating unit should follow the guidelines of the Records Transfer Form. The form may be obtained from Special Collections and Archives (885-7951).
D-3. Whether stored in the originating unit or in Special Collections and Archives provision is to be made for controlled access and reference both to the campus and to the public, except as specifically restricted by state or federal laws.
D-4. Material housed in Special Collections and Archives becomes the property of Special Collections and Archives.
E. Copying to Other Media. In Special Collections and Archives, in the interest of increasing access and for reasons of preservation, digital copies may be made of paper documents and paper copies or microform copies made of digital documents.
F. Migration to New Media. With University of Idaho designated archival depositories, digital documents are migrated to newer technologies and media as appropriate for the purposes of preservation and continued accessibility.
G. Faculty and Staff Papers. As faculty members and professional staff retire they are asked if they would like to deposit their professional papers in the library's Special Collections and Archives. As part of the retirement process each faculty member or professional staff person is sent a letter soliciting such materials by the library's archivist. Faculty and professional staff who are not contacted should contact the archivist. These papers document the academic and administrative life of the university as reflected in the careers of individuals. These collections offer insight into the history and operation of the university that would otherwise be lost by relying only on official administrative records. Retiring faculty or staff are encouraged to work with the archivist in deciding which professional papers to archive, as all acquisitions are subject to the approval by the archivist and to normal collections management procedures.
H. Under the direction of the library's archivist inventories of all archival materials, wherever located in the university, are kept by designated depositories.
See also APM 65.02