480 University Archives

RATIONALE: The mission of the University Archives (Archives) is to preserve the institutional history of Oakland University (University).

POLICY: The Archives collects, organizes, preserves and makes accessible the significant Records that chronicle the history of the University. The Archives thus becomes the institutional memory of the University, preserving the contributions of many individuals to its growth and development and providing historic information for research and reference. The Archives’ holdings are non-circulating and are open by appointment to the public.

SCOPE AND APPLICABILITY:  The Archives is the repository for official Records created by the University’s administration, academic departments, faculty, students and campus organizations. The Records exist in a variety of diverse Formats and include electronic Records.

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 must be established:

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 be periodically transferred from the originating office to the Archives.
3. With the Provost’s approval and consistent with applicable law, the Dean of the Library (or their designee) shall determine which of the Records collected by Archives warrant preservation in the archived collection, and shall determine how the archived collection is to be administered as well as when and how archived Records may be accessed.
4. Certain Records, for reasons of confidentiality, among others, may be closed from public view or have reasonable restrictions placed on their use, unless otherwise required by law.
5. Records may be reformatted before they are added to the archived In such event, the librarian in charge of Archives (Archivist) may choose to contact the office of origin to determine if the Records should be returned or destroyed, but this is not required.
6. 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.
7. Other units may establish individual Archives, with procedures and schedules coordinated with the Archivist 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 No Records in unit Archives shall be destroyed without the approval of the Archivist.

DEFINITIONS:    

Records: Items held in the Archives, which include but are not limited to: official reports, minutes and correspondence, budget and audited financial statements, publications, and ephemeral materials.

Formats: The permanent form of archived Records, which include but are not limited to: documents, photographs, negatives, slides, audio and visual materials, maps, prints, microfilm, and artifacts.

PROCEDURES:

Instructions for Transferring Permanent Records to OU Archives

The Archives works to retain and preserve University Records that have permanent historical value. Archives does not store Records related to general operations for campus Units. The Archives does not store Records that are scheduled for destruction.

Step 1: Identify Records

• Determine the general scope and original usage of the Records under consideration for transfer. This should include the format(s) and anticipated amount (i.e., volume) of material(s).
• Not all University Records may have permanent historical value. Archives may not accept the transfer of Records that lack permanent historical value.
• Contact Archives regarding any Records that are under consideration for transfer, prior to beginning Step 2 through Step 5 (below).

Step 2: Prepare Boxes or Folders

• Units preparing Records for transfer to Archives must arrange the process of packaging and delivery of all materials to Archives. 
• When possible, use standard sized storage boxes (12”x15”x10”) with lids and handles.
• When possible, remove files from hanging folders before boxing and place in separate folders corresponding to the hanging folders.
• Keep files in their original order when placing them in boxes. Finding files in original order is very important to researchers.
• Do not overfill boxes. Overstuffed boxes pose a safety hazard and can damage the Records.
• When possible, loose pamphlets and other items should be placed in folders before being put in boxes.
• Package odd-sized items in the manner best suited to protect them during transportation.
• Write the box number on each box label as it relates to the box/folder list. Use a thick black marker for visibility.

• Create an inventory list for each Indicate the department name, box number, date range of materials, folder titles (if folders are included), and general description and amount of any loose materials (if loose materials are included).

Step 4: Delivery to Archives

• Fill out a University Archives Transmittal/Inventory Form (Transmittal Form, Appendix A). Use only one Transmittal Form for each shipment of Records.
• Send the Transmittal Form AND a copy of the box/folder list to the Archives, Attention: Archives.
• Keep a copy of the Transmittal Form and box/folder inventory list for your Records.

Step 5: Schedule Delivery to Archives

• When boxes are labeled and ready for transfer, contact University Mail Services to arrange for pick-up.
• Archives should be contacted prior to any transfer of Records, in order to schedule an appropriate time for transfer. Records delivered to Archives without prior communication may not be accepted.
• Contact the Archives staff with any questions.

RELATED POLICIES AND FORMS: None.

APPENDIX:

Appendix A: University Archives Transmittal / Inventory Form