Records Selection and Transfer Information

What Should I Send to the University Archives?

University Archives is the official repository for the records of Louisiana State University. Our Department documents and preserves the University’s history of governance, research, pedagogy, and general campus-life. UA is especially interested in records-in any format- documenting administrative decision-making, policy creation, and significant projects or change on campus. The Department is selective and should not be used merely for inactive records storage.

The following list is intended to provide campus offices with information about which records University Archives seeks to collect and preserve. It is not meant to be inclusive. If you have records that you think should be preserved permanently, please contact us.

  1. Subject Files: sometimes called “departmental files,” which may contain
    Correspondence
    Memoranda
    Reports
    Publications
    Announcements
    Photographs
    Newspaper clippings
    Audio-visual recordings of events
    Project files
  2. Meeting Minutes: Minutes and associated material from ad hoc, standing, departmental, and task force committees, as well as from governance bodies such as the Faculty Senate. Minutes are great resources for researchers who wish to track discussions regarding legislation, reports, budgets, program and curriculum planning, and other key aspects of campus life.
  3. Publications: These publications provide an important look at how events and programs around campus were advertised. They often serve as useful summaries of an event or a unit’s major functions, and can include:
    Programs
    Newsletters and newspapers
    Leaflets, brochures, and booklets
    Catalogs and bulletins
    Posters
    Press releases and other promotional material
  4. What should I NOT send to the University Archives?
    Routine administrative files documents have value only for short-term, immediate use. Some examples of non-records are: envelopes, routing slips, data entry- and work-sheets, rough drafts, multiple copies of publications, blank forms, non-record copies of administrative records, and records not created by your unit. University Archives does not collect this content. They should be disposed of once their period of im mediate usefulness has passed.
  5. General RIM Guidance
    • Appoint an office “Records Liaison” to act as a “records-responsible” staff member.
    • Contact University Archives to schedule a records survey to allow an archivist to assess what records need to be scheduled/destroyed/archived.
    • When maintaining your records, group functionally similar records together. Create a consistent filing system (Alphabetical? Chronological? Subject? Hybrid?).

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For reference questions concerning University Archives, use our Ask a Librarian service.