|
|
| Policy
#: |
6300 |
| Subject: |
Archives
Policies |
| Group: |
Institutional |
| Approved
by: |
Executive Committee of the Board of Regents |
| Approval
date: |
November
5, 1984 |
| Effective
date: |
November
5, 1984 |
| Revised: |
|
| Administered
by: |
University
Librarian |
|
1
- Goals and Objectives for the University Archives
|
| (a) |
to
appraise, collect, organize, describe, make available and preserve
records/manuscripts of historical, legal, fiscal and/or administrative
value to Mount Allison University and the broader community it serves.
|
| (b) |
to
provide adequate facilities for the retention and preservation of
such records.
|
| (c) |
to
provide archival reference services that will assist the operation
of Mount Allison University.
|
| (d) |
to
promote knowledge and understanding of the origins, aims, programs
and goals of Mount Allison University.
|
| (e) |
to
serve research and scholarship by making available and encouraging
the use of its collections by members of the University and the
community at large.
|
| (f) |
to
foster a program of efficient records management. |
|
|
|
|
| 2
- University Records - Definition and Disposition |
| (a) |
University
Records consist of those documents generated by administrative officers
and by their staffs in the performance of their duties as university
officials or employees, and, as such, are the property of the University.
|
| (b) |
In
order to fulfill the goals and objectives of the University Archives
the head of each department, budgetary unit or office shall cause
to be made and preserved records containing adequate and proper
documentation of (a) the organization, (b) functions, (c) policies,
(d) decisions, (e) procedures and all essential transactions of
the respective department, budgetary unit or office.
|
| (c) |
The
University Archives is designated as the official depository for
University records.
|
| (d) |
These
records shall not be destroyed without the joint approval of the
Departmental Head and the University Archivist. Such property shall
be transferred to the University Archives when the Departmental
Head and the Archivist deem it appropriate.
|
| |
| (i) |
All
university records deposited in the Archives are considered
inactive and as such are available for reference and research.
|
| (ii) |
Access
rights consistent with the legal rights of all concerned shall
be applied. Records may be designated "restricted"
or *confidential" by the joint decision of the University
Archivist and either the off ice of origin or the author of
the record. Such restrictions must be recorded in writing
on the transfer of the material to the Archives and shall
be for a fixed term.
|
| (iii) |
Persons requiring access to restricted material may make application
to the University Archivist and their request will be considered
by the University Archivist and either the current administrator
of the office concerned or the author of the record. |
|
|
| |
|
| (e) |
Examples
of "archival materials" (under (a) above) will include,
but not be limited to, inactive items from the following: |
| |
| (i) |
Minutes,
memoranda, correspondence and reports of the Board of Regents
and its committees.
|
| (ii) |
Records
of the Office of the President including correspondence, administrative
subject files, and reports.
|
| (iii) |
Correspondence,
subject files and reports of all administrative officers,
including Vice-Presidents, Deans of Faculties, Directors of
Schools and Programs, Chairmen/ Heads of Departments.
|
| (iv) |
Correspondence,
subject files, and reports of the chief officer of units of
the University operating with a high degree of independence
such as the Owens Art Gallery, Windsor Theatre and all Research
Institute and Centres.
|
| (v) |
Minutes,
memoranda and reports of all major academic and administrative
committees, including Senate and its committees.
|
| (vi) |
Annual
budget and audit reports.
|
| (vii) |
Departmental
records including minutes, reports, syllabi and a sampling
of tests and examinations.
|
| (viii) |
Personnel
records of former faculty and other employees.
|
| (ix) |
Records
of the Registrar including non-current student transcripts,
enrolment reports, graduation lists and all other reports
issued on a regular basis.
|
| (x) |
Reports
and records of the following: Alumni Office, Admissions Office,
Research Administration Office, Library and Archives, Chapel
and the Chaplaincy.
|
| (xi) |
All
publications generated at the University or distributed in
its name including: general reports, newsletters, books, monographs,
booklets, calendars, special bulletins, yearbooks, student
newspapers, directories, faculty/staff lists, alumni magazines
and ephemeral materials produced by the University such as
brochures, posters, etc.
|
| (xii) |
Publications
about Mount Allison University produced externally.
|
| (xiii) |
Theses
and selected student research reports.
|
| (xiv) |
Audio-visual
materials produced by and/or about the University to document
its development such as: photographs and negatives, films,
oral history interviews, audio and video tapes.
|
| (xv) |
Machine
readable records.
|
| (xvi) |
Security
copies of microfilm produced by any University vital records
program.
|
| (xvii) |
Artifacts deemed to complement and enhance the archival collection
such as: medals, ceremonial items, plaques, etc. |
|
|
|
|
|
| 3
- Manuscript Collection - Definition and Disposition |
| (a) |
The
Manuscript collection is defined as the "private archives"
or unpublished records of individuals or groups other than those
of Mount Allison University (whose archives are now defined under
"University Records").
|
| (b) |
In
order to build and maintain a manuscript collection which will be
of continuing research value the collection policy will be based on
the following: |
| |
| (i) |
The
goals and objectives of the University Archives.
|
| (ii)
|
The
strengths of the existing collection and the supporting collections
of secondary works (i.e. Bell, Mary Mellish Archibald, etc.).
|
| (iii) |
The
types and levels of research supported by the collections
(i.e. Maritime and Canadian Studies).
|
| (iv) |
The
clientele served by the collection (i.e. faculty, undergraduates,
members of the local community, visiting researchers, other
archives and museums.)
|
| (v) |
The
collection policies of other archives in order that competition
be avoided and research and scholarship served through co-operation
and the sharing of information.
|
| (vi) |
Resources available to support bibliographic as well as physical
access to the collection (i.e. funding for space, equipment,
supplies, staff, cataloguing, indexing, etc. |
|
| (c) |
Manuscript Collection Policy
Mount Allison University Archives should seek to acquire: |
| |
| (i) |
Records
of individuals, associations, and organizations closely affiliated
with Mount Allison University. For example:
|
| |
| Individuals |
-
Faculty, staff, alumni |
| Associations |
-
Mount Allison Faculty Association |
| |
-
Mount Allison Federated Alumni Inc. |
| |
-
Student Administrative Council |
| |
|
| Organizations |
-
Crake Institute |
|
| (ii) |
Records
Relating to Regional Studies
In
order to promote scholarly research, archival materials related
to the historical and cultural development of the Maritime
Provinces should be collected. The focus of the collection
should centre on the Chignecto Region, Westmorland County,
and Tantramar Marshes.
|
|
| |
|
| (d) |
Examples of "archival materials" (under c. (i).and (ii)
above) will include but not be limited to the following: |
| |
| (i) |
Correspondence, diaries, minutes, journals, ledgers, research
notes, deeds, maps, plans, and scrapbooks.
|
| (ii) |
Sound recordings, oral histories, films, videotapes, photographs,
posters, postcards, broadsheets, ephemera, etc.
|
|
| (e) |
Manuscript
materials may be accepted under such terms as agreed upon by the
donor and the University Archivist as set forth in a Deed of Gift.
|
| (f) |
Collection policies should be reviewed on a regular basis and materials
deemed inappropriate to the Collection may be disposed of by the Archivist
in accordance with established procedures and the Deed of Gift. |
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