Archives Collection Policy

Archives Collecting Policy and Procedures
Archives Collecting Statement
October 22, 1999, revised Dec. 20, 2001

I. Introduction
The "Nebraska Wesleyan University Archives," called "the Archives" in this document, serves as the final repository for the historical records of Nebraska Wesleyan University.
II. Core Mission
The core mission of the Archives is as follows:
1. to appraise, collect, organize, describe, make available, and preserve primary and secondary resource materials emphasizing the documentation of the Nebraska Wesleyan University
2. to provide adequate facilities for the retention and preservation of such records
3. to serve as a resource and laboratory to stimulate and nourish creative teaching and learning through the use of primary research materials and provide instruction in the use of those materials
4. to serve research and scholarship by making available and encouraging the use of its collections by members of the University and the public at large
5. to disseminate research and information concerning the documentary heritage of the University
6. to implement records management by formulating policy and procedures that will ensure the collection and preservation of University archival materials
III. Subject Scope
A. A primary goal of the Archives is the continued collection and retention of historical evidence of Nebraska Wesleyan University as a provider of higher education since its founding.
B. A primary goal of the Archives is to acquire strong primary source collections which document Methodist higher education in Nebraska and to sustain research projects based upon this documentation.
IV. Collections Housed in the Archives
A. A variety of materials are housed in the Archives. These materials are organized into several collections consisting of:
1. University Archives collection
2. Photographic Collection
3. General Collection (books, microfilm, serials)
4. Material Collection (art, furniture, objects, personal effects)
B. Materials which relate to the identified Archives' subject scope and require more than ordinary security because of archival or historical value, which serve as preservation copies, or serve as basic locator or aid tools which provide access to or augment materials already in the Archives will become a part of the Archives collection.
V. Acquisition of Materials for the Archives
A. The Archivist has the primary responsibility for Archives collection development.
B. The Archivist encourages involvement of NWU administration, Cochrane-Woods faculty and staff, Institutional Advancement staff, NWU community, and Archives patrons in collection development efforts.
C. Archives materials are normally acquired in the following manner:
1. Donation - Donation of materials is both an active process of soliciting for particular materials and a passive process of accepting materials that are brought into the Archives. The Archives both encourages donation of materials that are brought into the Archives and actively solicits for particular materials. It is Archives policy to encourage donation of materials that are in keeping with the subject scope of the Archives collection. Gifts of materials with mixed historical values may be accepted if the Archivist has the right to discard or otherwise remove unwanted items.
2. Donations that carry stringent donor restrictions may not be accepted. The Archivist will determine that the donor has, in fact, the right to make the donation, and that the donation is not encumbered by ethical and legal problems. All donations must be represented on a legal donor form which includes a description of the materials; name, address, and signature of donor; date of donation; description of any restrictions attached with the donation, and signature of Archives representative accepting the donation.
3. Transfer of Custody - Custodial transfer is the means by which the Archives acquires most university records. Custodial transfer applies only to public records in which legal custody has transferred from one office to another. This acquisitions policy comes into effect only with the establishment of a formal records management policy for NWU.
4. Deposit - Materials on deposit in the Archives must be covered in a contractual agreement between the University or Archives and the depositing agency. Collections may be deposited in the Archives if a contractual deposit agreement has been established and approved by the Archivist and VP of Academic Affairs. Any such collections must be useful to the university and region within the Archives collection scope. This is a policy that will not normally come into effect, given the rarity of the circumstance (space restrictions, etc).
5. Purchase - Purchase of manuscript and archival materials is normally discouraged. If a significant collection becomes available only through purchase, such an acquisition must be considered on its own merits. The purchase of such materials tends to discourage donations by other potential donors. If more than one institution is involved in bidding for materials, the needs of patrons may be subverted. For these reasons, purchase of materials is generally limited to commercially published materials only.
VI. Emphasis and Direction in Collection
The Archives collects materials both in response to patron-demonstrated need and the Archivist's determination of collection emphasis. There should be attention given to the needs of patrons as can be demonstrated in daily activities. In many cases, collection weaknesses may be addressed through donation and purchase. Trends in the university's curriculum influence the Archives less than other departments, but the Archives collection can be useful to many academic areas within the University.
In regional documentation, the Archives seeks to acquire and preserve suitable materials based upon its Collection Development Strategy Statement (to be developed). The Archives consistently seeks to acquire current records so that future research may be served. The contemporary scene becomes historical. Research, donation, and goodwill are all served by a facility that encourages and appreciates its patrons. A community that comes to the Archives for assistance will also know where to deposit its suitable records.
VII. Historic Appraisal
Historic appraisal is the basis for selecting records and papers that are to be retained in the Archives. F. Gerald Ham's definition of appraisal in Selecting and Appraising Archives and Manuscripts (Chicago: Society of American Archivists, 1993) is, "The process of evaluating actual or potential acquisitions to determine if they have sufficient long-term research value to warrant the expense of preservation by an archival repository."
VIII. Collection Growth
The Archives exists to collect, preserve, organize, and encourage use of historical materials as outlined in this document. Due to the priority given to collection and preservation of historical materials, most action regarding limiting collection growth occurs with determination of collection emphases and at the time material is offered and/or acquired by the Archives.
Careful historic appraisal of materials is of primary importance in eliminating unwanted materials and unnecessary growth. Before materials are accepted into the Archives, the Archivist will conduct historic appraisal of the materials as a group.
Preliminary and subsequent weeding of a record or manuscript group occurs as the materials are being processed. Processing involves arrangement, weeding, foldering, labeling, boxing, cursory and in-depth finding aid development, and descriptive record development. Record or manuscript groups being processed will undergo historic appraisal on a folder-by-folder or item-by-item basis.
If historic appraisal has been carefully undertaken initially, the occurrence of fully processed materials being permanently removed or weeded from the Archives collection should be rare. However, reappraisal is occasionally necessary, as the factors that make up a historic appraisal decision are not fixed in time and circumstance.
Limits to growth of fully processed materials may also be accomplished through other means including compact or remote storage and/or miniaturization.
IX. Archives Collections
A. University Archives Collection
1. Scope
Need a statement from the NWU administration establishing the right of the Archives to exist. We will need a records management program in place before we can begin to collect many of the following items.
2. Official Records, Papers, and Publications of Nebraska Wesleyan University
a. Minutes, memoranda, correspondence, and reports of the Executive Board
b. Records of the President's Office, including correspondence, administrative subject files, and reports.
c. Correspondence, subject files, and reports of chief academic affairs officer.
d. Correspondence, subject files, and reports of the chief administrative officer.
e. Correspondence, subject files, and reports of the chief student services officer.
f. Correspondence, subject files, and reports of chief officers of university units operating with a high degree of independence such as directors, and administrators of divisions, programs, and institutes of the University.
g. Minutes, memoranda, and reports of all major academic and administrative commissions, councils, and committees including the Faculty Assembly and its committees.
h. Academic departmental records including minutes, reports, correspondence, and syllabi.
i. Accreditation reports and supporting documentation.
j. Annual budget and audit reports.
k. Records of the Registrar, including timetables and class schedules, enrollment reports, graduation rosters, and other reports issued on a regular basis.
l. Alumni records, including minutes, correspondence, and reports of the alumni associations.
m. Reports of the Admissions Office and the Office of Planning.
n. Records of student organizations.
o. All publications, newsletters, or booklets distributed in the name of Nebraska Wesleyan University; including catalogs, special bulletins, yearbooks, student newspapers, university directories and faculty/staff rosters, faculty and university newsletters, unit and departmental newsletters, alumni publications, and ephemeral materials.
p. Photoprints; negatives; slides; audio and video film, tapes, and reels; oral history interviews; optical and compact discs; and electronic records documenting development of the university.
q. Maps, prints, and architectural drawings documenting physical changes and university development.
r. Reports of research projects, including grant records.
s. Security copies of microfilm reels containing vital records.
3. Personal and Professional Papers of Nebraska Wesleyan University Faculty
a. The Archives seeks to acquire, organize, and encourage use of the personal and professional papers of Nebraska Wesleyan University faculty as a means of documenting the internal life and culture of the University community. In appraising and soliciting faculty papers, the following criteria are suggested:
1. Community, state and/or national reputation in an academic field.
2. Record of service to the University and contribution to its growth and development.
3. Service and contribution in community, state, and national affairs.
b. Nebraska Wesleyan University seeks documentation of the careers of its faculty in the following formats:
1. Correspondence: official, professional, and personal.
2. Records relating to service outside the university including community, state, and national service.
3. Biographical material: resumes, bibliographies, biographical sketches, chronologies, genealogies, newspaper clippings, and personal memoirs.
4. Photographs and graphic materials.
5. Audio or video tape recordings of lectures, speeches, and discussions.
6. Lecture notes and syllabi, and copies of speeches and/or addresses.
7. Research files.
8. Departmental or committee minutes and records.
9. Drafts and manuscripts of articles and books.
11. Published monographs, articles, and reprints written by the faculty member.
4. Other Materials
The Archives will solicit and collect records and papers which are neither official university records nor faculty papers, but which relate to the history of Nebraska Wesleyan University. Examples include:
1. Papers, records, and published items on Nebraska Wesleyan University and its role in the history of higher education in Nebraska.
2. Professional and personal papers of eminent alumni relating to their Nebraska Wesleyan University experiences.
3. Papers or records dealing with the history of Lincoln and Southeast Nebraska as they relate to the growth and development of the University.
5. Ownership
Nebraska Wesleyan University shall hold title to its non-current records of historical value. These records will be acquired through custodial transfer from various offices either by way of approved records retention schedules or ad hoc transfer of records to the Archives. Papers of individual faculty and alumni will be acquired through legal donation.
B. Manuscript Collections
1. Scope
These are handwritten, typed, and computer printouts of various manuscripts having to do with NWU faculty, staff, students, alumni, and other constituencies of the college.
2. Types of Manuscripts (list serves as an example of possible items)
a. Business Records
b. Reminiscences
c. Speeches
d. Scrapbooks
e. Correspondence
f. Financial Records
g. Research and Development Records
h. Diaries
i. Minutes of Meetings
j. Histories and Papers
k. Records of Organizations
l. Family Records and Papers
m. Memoirs
n. Literary Manuscripts
3. Ownership
Nebraska Wesleyan University will hold title to these manuscript collections that will typically be received through donation, although acquisition through purchase exists as a possibility. Manuscripts may also be acquired through depository agreement in which case the University will not hold title to the materials.
B. Photographic Collection
1. Scope
Still photographs, negatives, and prints relating to Nebraska Wesleyan University comprise the Photographic Collection.
2. Ownership
Materials in the Photographic Collection may be acquired through custodial transfer, deposit, purchase, or donation. In general, Nebraska Wesleyan University will hold title to the material, but this varies with the legal agreement and whether the donor actually had title to the material.
C. General Collection
1. Scope
This collection consists of books, pamphlets, vertical file materials, and microforms that require more than ordinary security because of their historical value, which serve as preservation copies, or as basic locator or aid tools that provide access to or augment materials already in the Archives collection. Both current and retrospective materials will be acquired for this collection.
The collection includes the following subject areas:
a. Nebraska Wesleyan University
b. Southeastern Nebraska
c. Nebraska
d. History and Historical Methods
e. Historic Sites and Museums
f. Archival and Manuscript Repositories and Practices
2. Ownership
These materials are the property of Nebraska Wesleyan University.

D. Material Collection
1. Scope
This collection consists of furniture, personal effects, objets d'art, and other materials that fall within the subject areas collected by the Archives. Space will be an issue.
2. Ownership
These materials are the property of Nebraska Wesleyan University, or the donating body, depending on the legal agreement made upon donation of the items. In general, the Archives discourages donors from making donations that amount to the Archives simply housing the items without having legal custody and ownership.

VII. Duplication of Materials
Under extenuating circumstances, materials may be housed in both the Cochrane-Woods Library collection and the Archives collection. Such duplication generally will occur only under the following circumstances:
1. The item serves as a preservation copy due to its scarcity and/or physical condition.
2. The item is part of a limited number of resources serving a "ready reference" function in the Archives.