Policy on University Archival Records

Purpose

To describe the nature of and responsibility for University archives.

Scope

Administrative officers of the University.

Policy History

I. Effective Date: January 19, 1977

II. Approval: March 18, 2014

III. History:

• Approved in its original form: January 19, 1977
• Approved as amended: October 10, 2012
• Approved as amended: March 18, 2014

IV. Maintenance of Policy: University Archivist

Policy

The University Archives and Special Collections acquires, preserves, and promotes the use of official records of the University that document its educational mission and Catholic and Marianist identity.

All administrative officers of the University, including officers of instruction whose regular or occasional performance of administrative duties puts them in possession of files and records pertaining to their official duties, must observe the following regulations:

1.  The archives of the official activities of University officers and offices are the property of the University.

2.  Such property is not to be destroyed without the approval of the senior office administrator and the university archivist.

3.  The officer in charge of each office determines when records in that office are no longer active.

4.  All archival records, when no longer considered active in the office in which they are created, are to be sent to the University Archives for long-term retention.

Archival records are defined as materials with enduring historical, administrative, legal, and fiscal value that document the history, functions, and mission of the University. They are created by offices, departments, committees, and individuals in the University community and may consist of the following formats: paper documents, publications, photographs, negatives, slides, audio and video recordings, scrapbooks, electronic files and media, and three-dimensional objects.