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This document dates from 2006 and will need updating before it can be approved by Council later this year.
The Section leadership is posting this document as a draft and is calling on Section members for comment. You may post your comment at the Add new comment link at the bottom of this page.
DRAFT: SAA College & University Guidelines
Preamble
These guidelines for college and university archives provide a model for archivists and administrators at academic institutions who seek to establish institutional archives programs, as well as a point of reference for archivists and administrators who seek to strengthen or modify existing programs and policies.
The guidelines are neither prescriptive nor regulatory Archives programs will vary according to each institution’s administrative structure, size, culture, and available resources.
Definition
The archives serves as the institutional memory of a college or university. In doing so, it supports the educational, research, and service missions of the parent institution by providing an informed context for current and future decisions that govern the ongoing operation of the organization.
To fulfill its role, the archives identifies, acquires, preserves and maintains access to records of enduring value, in all forms, that chronicle the institution and support its continued existence.
Constituents
As its primary audience, the archives serves the college or university administration, faculty, and students. In addition, the archives serves an extended audience of alumni/ae, researchers, and the interested public.
Authority
An effective archives program requires a mandate from the institution’s president or governing board.
Methods
In support of their mission, college and university archives:
Identify and acquire records of enduring historical, evidential, legal, fiscal, and administrative value to the institution
In carrying out these activities, college and university archives operate according to professional standards and in compliance with all applicable legal regulations.
In addition, archival programs seek opportunities to collaborate with related programs and services (e.g. information technology, libraries, internal audit and legal counsel) in order to maximize benefits to the parent institution.
Core Archival Functions
College and university archives programs encompass the following core components: acquisition, arrangement and description, preservation, collection management, access and outreach.
Related Issues:
There are numerous related issues that college and university archives must face in the context of their programs:
Institutional support
To ensure the ongoing function and success of the archives program, the college or university is expected to provide support for the following:
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This draft of the 2006 College and University Archives Guidelines is a valuable starting point for developing robust archival programs in academic institutions. It's essential that these guidelines reflect the evolving nature of archives and adapt to contemporary challenges in the field. I appreciate the emphasis on flexibility, allowing institutions to tailor their programs to their specific needs and contexts.
I believe it would be beneficial to include more concrete examples of successful archival practices from various institutions. This could help illustrate the diverse ways archives can serve their communities and enhance understanding among stakeholders.
Additionally, considering the increasing importance of digital archives, it might be worth discussing strategies for managing and preserving digital records more comprehensively. Overall, I'm looking forward to seeing how these guidelines evolve through member feedback and collaboration!
Regards
Sprunki
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Although I have the older Guidelines posted on our internal web, I'm not sure anyone consults them. This document provides "talking points" for responses to questions about what to send to the archives, when, etc. And it may help us work toward an institution-specific list of non-current items to be routinely submitted to archives.
Need to change the title from "Guidelines" to "Best Practices." The term guidelines refers to the older more in depth version of our document. We should use the term "Best Practices" since we are going with a shorter and more principle based document now. Our doucment will eventually inform the creation of an individual institution's guidelines (i.e., a more indepth and institution specific document). Also, we will need to add this was updated and approved in 2014 (i.e., after we finish reviewing, adding comments, and receiving the Council's approval later this year).
This draft of the 2006 College and University Archives Guidelines is a vital resource for archivists and administrators in academic institutions. I appreciate the emphasis on flexibility, allowing institutions to tailor their archives programs according to their unique structures and resources. The acknowledgment of the archives as the institutional memory is crucial, as it underlines the importance of preserving records that inform current and future decision-making. As we move forward, I encourage all Section members to share their insights and suggestions to enhance these guidelines. Let’s collaborate to ensure they effectively support the evolving needs of college and university archives! Zorse NYT Game