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NUMBER: 480
SUBJECT: UNIVERSITY ARCHIVES
AUTHORIZING BODY: PRESIDENT'S CABINET
RESPONSIBLE OFFICE: KRESGE LIBRARY
DATE ISSUED: MAY 1979
LAST UPDATE: DECEMBER 2004
RATIONALE: The Oakland University Archives (“Archives”) collects and maintains significant records that chronicle the history of the University. Thus, Archives becomes the institutional memory of the University, preserving the contributions of many individuals to its growth.
POLICY:
1. Archives shall collect official records, papers, administrative files, reports and publications (collectively “Records”) from the following areas:
a. The Board of Trustees
b. The Office of the President
c. The office of each Vice President and Vice Provost
d. The office of each Dean
e. The Oakland University Foundation
f. All other administrative offices
g. Directors and chief administrators of University programs and institutes
h. Major academic and administrative commissions, councils, and committees, including the University Senate and its committees
i. Each academic department
2. Archives will also collect the following Records:
a. Accreditation reports and supporting documentation.
b. Annual University budgets and audit reports.
c. Records of the Registrar, including class schedules, enrollment reports, graduation rosters, deans’ lists, and other reports issued on a regular basis, but excluding student transcripts.
d. Alumni records, including minutes and reports of the Alumni Association.
e. Official records of student organizations.
f. All publications, newsletters, or booklets distributed in the name of Oakland University; including catalogs, special bulletins, yearbooks, student newspapers, University directories and faculty/staff rosters, faculty and University newsletters, unit and departmental newsletters, alumni publications, and ephemeral materials. Examples of “ephemeral materials” include freshman beanies, and commemorative items such as paperweights, plaques, mouse pads, etc.
g. Photographic prints; negatives; slides; audio and video tapes, and reels; optical and compact discs; and electronic records documenting development of the University and significant University events.
h. Maps, prints, and architectural drawings documenting physical changes and University development.
i. Any other materials related to the University’s history and development.
In order to promote the orderly flow of institutional records from the source of origin to the Archives, several principles including those of ownership, transference, confidentiality and formatting require establishment:
1. All records created within the University for an official purpose are the property of the University.
2. Excepting confidential records, official records of the University should periodically be transferred from the originating office to the Archives in accordance with schedules and procedures established for that purpose.
3. Certain records, for reasons of confidentiality, among others, may be closed from public view or have reasonable restrictions placed on their use.
4. Records may be reformatted by standard reprographic methods before they are added to the archived collection. In such event, the archivist may choose to contact the office of origin to determine if the records should be returned or destroyed, but this is not required.
5. Records may be deaccessioned (removed) from Archives if the archivist determines that they are no longer of enduring value, are duplicative of other records in the archives, or are available in another format. The archivist may choose to contact the office of origin to determine if the deaccessioned records should be returned or destroyed, but this is not required.
6. Other units may establish individual archives. Units shall coordinate the archives' procedures and schedules with the Curator of University Archives to ensure that the objectives of the University's record management program are met. Unit archives shall observe archival standards and University policies regarding the condition of the records and the storage facility as well as the maintenance and accessibility of the collection. No records in Unit archives shall be destroyed without the approval of the Curator of University Archives.
7. The Dean of the Library, or his/her designee, with the Provost’s approval, shall determine which of the Records collected by Archives warrant preservation in the archived collection. The Dean of the Library, or his/her designee, with the Provost’s approval and consistent with applicable law, shall determine how the archived collection is to be administered and when and how archived Records may be accessed.