Policies and Procedures

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Policies and Procedures

Purpose:
The Thomas Edison State University Archives and Special Collections seeks and accepts transfer of ownership to and provides secure storage for inactive departmental or office records with permanent historical value. It also seeks professional and personal manuscripts of academic and administrative staff and the records of student and university organizations. Historical collections and manuscripts accessioned may include memorabilia, records, printed documents, photographic images, maps, graphic materials, and other historically significant materials in other physical forms. All records transferred or donated must be officially accessioned as part of the Archives and Special Collections holdings.

Documents Transfer:
The transfer to the Archives of university departmental or office records that have been appraised and found worthy of archival preservation benefits both the university community and the creating office. These materials aid in documenting the organizational history of the university; the Archives provides better access and reference service to these materials; and departments regain valuable office space once used for record storage. Accessioning of the records transferred to the Archives provides a permanent record of the provenance of materials within the Archives holdings, and documents the transfer of physical and legal custody of records from the creating office or the donor to the University Archives and Special Collections.

Donations:
The Thomas Edison State University Archives and Special Collections encourage the donation of personal and professional manuscripts of academic and administrative staff, whether current, retired or deceased. Also encouraged is the donation of the records of student and college organizations. Upon transfer of any donated materials, a Deed of Gift shall be completed and signed and kept as an institutional record.

Responsibilities:

  1. The University Archivist is responsible for establishing and upholding the Archives transfer, donation and accessioning procedures.
  2. The University Archivist and staff are responsible for appraising any donated materials and records that have exceeded their scheduled retention period or those records that do not have a Retention Disposition. If the records warrant permanent retention, the University Archivist and staff will assist the creating office in completing a Records Transmittal Form, and in arranging for proper transfer of the records.
  3. The University Archivist is responsible for accessioning newly transferred or accepted materials into the Archives holdings.