University Archives Collection Development Policy
The University Archives at Central Washington University collects the inactive records of administrative, academic, and student organizations, including records produced or received by the Board of Trustees, University President, Provost, Vice Presidents, College Deans and Directors, Academic Departments and Programs, University Centers, Student Organizations, and other administrative and institutional offices. The types of institutional records acquired by the Archives include: annual budget and audit reports, agenda and minutes of meetings, annual reports, committee and task force reports, statistical summaries, press releases, correspondence and memoranda, and papers created in the process of the University carrying out its mission as an institution of higher education. Records commonly transferred to the University Archives: The Archives is a primary collector of all official college publications including: yearbooks, catalogs, course schedules, student newspapers, alumni magazines, departmental and program newsletters, brochures, event programs and announcements, faculty/staff and student directories, lists and rosters, and ephemeral material printed by the University. Other records and materials collected by the Archives include: - Records on campus buildings, such as blueprints, building models, plans, etc.;
- Personal papers, such as student honor papers, prominent alumni and retired faculty;
- Alumni memoirs, faculty and department subject files, student club records, diaries, reunion books, scrapbooks and materials related to the work conducted at the University;
- Audio-visuals, such as photographs, films, and video recordings relating to the campus, University personnel, alumni, and students. Records that should not be transferred to the University Archives:
- Records of specific financial transactions;
- Routine letters of transmittal and acknowledgement;
- Non personally addressed correspondence from other departments or colleges on or off campus;
- Questionnaires, reports and drafts that have been published;
- Duplicated material and mass generated commercial documents, such as "junk mail". The Archives does collect artifacts and memorabilia related to the University's history but only if they are of great importance and of a manageable physical size and condition. All materials should be transferred in the order in which they were created and maintained by the office or department. A completed transfer form or deed of gift must accompany any materials delivered to the Archives. If you have any questions regarding the retention and disposal of specific records please contact the University Archivist at ext. 1717 or ullrichd@cwu.edu.
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