Administrative Relationships

A. Mission

The archives takes its mission from the mission of the institution, to educate:

B. Goals

The basic goal of academic archives is to aid the institution in its survival and growth by supporting the institution's education mission. To fulfill the responsibilities of that role, archives share the following goals:

C. Implementation

Academic archives will fulfill their mission and goals by focusing both the tangible and service components of the program on meeting these responsibilities. This means that:

D. Administrative Authorization

A document authorizing the archives' existence and conferring the authority to accomplish its mission should define the archives program. The authorizing document should have the official approval of the highest appropriate governing official, such as the president or chancellor, and governing body, such as the board of trustees, administrators, or regents of the institution. This authorizing document provides the rationale, focus, authority, and continuity for the archives program.

While administrative placement, structure, and governance will reflect institutional differences and cultures, the status of the archives program should reflect the following considerations:

E. Personnel

Academic archives require appropriate professional and support personnel to manage a viable archival program. There should be a flexible administrative structure which allows fiscal and personnel adjustments to meet growth and changes of archival functions. Personnel should have the authority to accomplish the range of responsibilities and services that meet the archival program's established goals. Position descriptions, educational requirements, and scholarly credentials should reflect current professional standards.

1. Professional staff.

Professional staff should include a full-time, permanent director who is a professional archivist with strong professional credentials, such as certification. The director should have strong management skills for effective interaction with administrators, faculty, students, alumni, and the public. Because of their broad responsibilities, directors should have an administrative rank that provides authority to carry out the program's mission.

Additional professional staff may include other archivists, professionals with advanced degrees in related fields (e.g., preservation, library science, records management, or relevant academic disciplines), and consultants with credentials and experience in any of these areas.

2. Support staff.

Support staff should include paraprofessionals or nonacademic staff to provide reference, technical, and administrative assistance. These staff members must be able to handle minimal reference and supervisory duties when the archivist is absent, as well as having demonstrated technological and organizational skills.

Active archival programs in both the large and small institutions will need additional full-time and part-time personnel. Institutional factors and preferences will determine specific functions and position descriptions, but may include some of the following:

F. Justification for Expanding Archival Programs

Academic archives may be called upon to justify their existence, promote their programs, and work toward expanding them. One way to evaluate program needs and areas for improvement and growth is to regularly gather data such as the: