Policy Statement on Preservation of University Records
University of Minnesota, Duluth
January 25, 1984
The Campus Assembly supports and endorses the following statement on the preservation of University Of Minnesota, Duluth records and urges the UMD Administration to ensure that the necessary facilities and personnel are provided for its proper administration.
It is essential that all documents and records of an historic and/or public nature generated by administrative units, offices, programs, departments and committees of UMD be preserved. All such materials are the property of the University and should not be destroyed. Except for individual student records, certain personnel and other records as required by personnel procedures and regulations, all materials should be made available for deposit in the UMD Archives. All units, organizations and activities of the UMD campus should include the UMD Archives on their mailing lists, so that copies of publications, brochures, flyers, announcements, news releases, etc., are received by the Archives immediately.
Department chairs, unit and committee heads should work with the campus archivist to establish those items deemed pertinent for preservation. When materials are offered to the Archives, it is to be understood by the donor that the archivist has exclusive right to dispose of materials not of an appropriately historic nature; however, the donor may, in writing at the time of transfer of the material, condition the donation upon the agreement that no material will be eliminated without prior consultation with the donor.
In addition, members of the University community and affiliated organizations such as clubs, professional and social fraternities, student organizations and publications, are encouraged to include the Archives on their mailing lists and to leave their private papers and records to UMD. Donors may also, in writing at the time of donation, establish conditions of access to their papers if they consider part or all of the contents to be of a sensitive or confidential nature.
A list of these documents and records is attached.
3 October 1983
Approved by Campus Assembly
January 25 1984
Documents and Records as Defined in the Policy Statement on Preservation of University Records
Examples of documents and records
|Accreditaion Reports||surveys, instructions, findings and final reports|
|Blue Prints||including remodelling and renovations|
|Bulletins and Catalogs||including interim revisions|
|Correspondence||(please do not weed)|
|Directives, Memos, & Announcements||to faculty, staff, and students|
|Memorabilia||reflecting campus events and traditions|
|Minutes||including reports which accompany them|
|News Clippings||specifically those not likely received by the Archives|
|Newsletters||from colleges, departments, etc.|
|Oral History||tapes (video & audio) connected with activities, events|
|Organizational Charts||from colleges, departments, etc.|
|Outside Activities||individuals connected with UMD and their community, state national, international activities|
|Photographs||all persons, activities, events. (Please be sure to properly identify)|
|Programs||lectures, awards, theater, games, farewells, functions, etc.|
|Proposals||new buildings, programs, equipment, etc.|
|Reports||annual accreditation, self-study, etc.|
|Reports||informal reports and materials prepared for larger bodies, committees|
|Schedules||class, exams, meetings, etc.|
|Scrapbooks||from individuals and offices|
|Student Activities||those not covered in the above list|
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