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University Governance, Ethics, Integrity, and Legal Compliance

University Archives Policy

Scope

Administrative and academic staff

Policy Statement

The University is committed to preserving its history in the University Archives under the direction of the University Archivist.

Records of enduring historical value are those which document the history, organization, policies, and activities of the University. In general records have enduring value if they contain evidence of the University's organization, function, policies, decisions, procedures, operations, or other activities, or because of their informational value. Examples of such records are those containing information developed in preparation of position papers, reports, and studies; reflecting official actions taken in the course of University business; conveying information on University programs, policies, decisions, and essential transactions; documenting oral exchanges, such as meetings or telephone conversations, during which policy was discussed or formulated or other University activities were planned, discussed or transacted. Policies related to University records not determined to be of enduring value may be found at University Records Policy.

Records may be in any physical format including but not limited to paper, microforms, photographs, drawings, maps, motion picture film, and electronic records maintained in magnetic or optical format such as databases, e-mail, voicemail, CDs and DVDs, videotapes and audio tapes, computer tapes and discs, and word processing documents.

Specific categories of enduring/archival records include but are not limited to:

  • records of the Chancellor and the Board of Trustees
  • minutes, correspondence and reports of schools, colleges and departments
  • papers of faculty, staff and alumni
  • curriculum information including on-line classes
  • publications
  • photographs, slides, videotapes and motion picture films
  • theses and dissertations
  • newspaper clippings
  • memorabilia

The Archives benefits from the generosity of the Syracuse University community and may accept donations of documents, scrapbooks, photographs, memorabilia and other materials that help to tell the story of the University, its students, faculty and staff.

The University Archivist is the official custodian of records housed in the University Archives.

The department, college, school or academic unit will:

  1. In consultation with the University Archivist, assist in identifying and preserving records of enduring/archival value to the University.
  2. Provide the University Archives with two copies of every publication produced including bulletins, newsletters, invitations, programs, and memorabilia.
  3. Select and preserve databases received or created in the course of research activities.
  4. Select and preserve appropriate e-mail for which the responsibility rests with the creator or receiver. Voice mail is not considered to be of enduring value.

The Archives will:

  1. Acquire and preserve records of enduring value produced by University offices, faculty, students and alumni.
  2. Arrange and describe those records and make them accessible in accordance with established archival standards
  3. Serve as an information resource center to assist the University community with research projects.
  4. Encourage and assist the University community to recognize and make use of its institutional documentary heritage via exhibits, presentations, and published resources.

Policy Administration

Links to Procedures and Related Information

Date: June 2003
Amended: March 2007


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