Archives

Type: 
Procedure
Category: 
Institutional Integrity
Department: 
Archives
Phone: 
(541) 463-5466
Primary Contact: 
Kristin Gustafson
Contact Email: 
Responsible Executive Authority: 
Chief Information Officer
Purpose: 

The purpose of this procedure is to describe who may access archived materials, and the process for requesting access to, or donating, materials.

The Archives identifies, collects and preserves materials that were created, received or used in the transaction of college business and which document the history, policies, services, programs, and activities of the college. The Archives also collects records of private origin which relate to the history of the college and its faculty, administration, board, staff, students, or alumni.

Narrative: 

Collection Policy

The Archives identifies, collects and preserves materials that were created, received or used in the transaction of college business and which document the history, policies, services, programs, and activities of the college.  The Archives also collects records of private origin which relate to the history of the college and its faculty, administration, board, staff, students, or alumni.

Reference and Use

Archival materials are open for research by the administration, board, staff, faculty, and students of the college as well as to all interested members of the wider community.  Contact the archivist for access to the materials and assistance in identifying and using appropriate materials.

Archives is open for research and reference during regular office hours,  Monday - Friday.  Contact the archivist in person, by telephone, by mail, or by e-mail with reference questions, records requests and requests for copies of records or photographs.

Archival materials do not circulate and may not be checked out or borrowed.  They must be used in the Archives under supervised conditions.  Researchers must follow reference procedures designed to ensure the preservation of the records.

All archival materials are open for research, except for those records exempt from disclosure by Oregon law or restricted under terms of the donor agreement.

Transfers

The Archives collects and preserves materials which have been created by college departments, programs or offices and have long-term administrative or historical value.  Contact the archivist to transfer to Archives those records designated as "permanent" by the Records Retention and Disposition Schedule.  Records transferred to Archives follow the same procedures outlined in "Transferring Records to the Archives" on the Records Management Procedures page.

Legal custody of the records is transferred from the creating department to Archives.

Gifts

Archives accepts donations of personal papers or manuscripts that document the careers and contributions of individual faculty, administrators, staff, board members, students, and alumni of the college.  Records of organizations that are related to the college are also collected.

Contact the archivist to donate personal papers and manuscripts to Archives.  Donations of personal or professional papers are documented with an Gift Agreement which transfers legal custody of the records to the college.   Donation conditions, access restrictions, use conditions, and transfer of literary rights are specified in the Collection Policy.

See also Records Management.

Date Adopted: 
Saturday, May 1, 1999
Date Last Reviewed: 
Tuesday, June 17, 2014