Sac State University Policy Manual

Archives and Special Collections

Policy Administrator: The President
Effective Date: January 26, 1999
Index Cross-References: Records Storage and Management
Policy File Number: UMA00960.htm


A Statement of Purpose and Responsibility 


 The purpose of the University Archives is to provide the University with functional 
  information and primary source documentation of the people, policies, and events of 
  its past. The primary mission is to identify, acquire, select, arrange, and describe 
  materials from California State University, Sacramento. The department serves as an 
  archival repository for permanent records. Archival materials are received by deposit 
  and gift. 

 Primary patrons are students pursuing classroom assignments. Other major users 
  include officials of the University making use of the official records in their day-to-day 
  work. Still others consult archives for historical, journalistic and scholarly purposes. 
  Since the archives is the repository not only for the official records of the University, 
  but also for records generated by unofficial bodies affiliated with the University's 
  students, faculty, and alumni, it also serves the persons involved in the work of these 
  unofficial bodies. The Department of Archives and Special Collections assists campus 
  departments with material and photo selection to produce brochures, displays, and 
  exhibits which are used for outreach and development. 

 Major collection categories include: 

     Administrative records such as minutes, reports, correspondence, and other 
     records of administrative offices, Faculty Senate, and administrative committees. 

     General publications such as academic catalogs, class schedules, handbooks, 
     announcements, directories, commencement and performance programs, 
     research publications, University conference and symposium proceedings, 
     newsletters, brochures, and ephemeral material. 

     Student publications such as campus newspapers, yearbooks, record of student 
     administration and organizations. 

     Support group records such as publications and records from Alumni Association 
     and University foundations. 

     Masters theses. 

     Pictorial and visual materials such as photographs, slides, motion pictures, video 
     cassettes, maps, microforms, art works, architectural plans and drawings. 

     Audio materials such as speeches, events, oral histories. 

     Memorabilia such as pennants, pins, etc. 

     Monographs and periodicals that reflect the activity of the campus community such 
     as faculty publications. 


 A major goal of Special Collections is to acquire information about the University's 
  regional and public life activities.  Special Collections organizes, catalogs, and 
  preserves special materials documenting the social, cultural, economic, and political 
  history of the Sacramento region. These materials include many formats such as 
  manuscripts, papers, photographs, books, audio tapes, etc. Artifacts are generally not 
  collected. Each special collection must display direct applications to the campus 
  curriculum and/or benefit academic departments with respect to their research and
  teaching efforts. 

 The Head of Archives and Special Collections will consult with the Library faculty 
  member responsible for building the Library's collections in the subject area of each 
  potential gift. All gifts will be acknowledged through regular processes. Large gifts 
  which could have major implications for space, processing, and staffing, or which 
  present potential difficulties of a political nature require the approval of the Dean of the 
  Library, the Provost, and the President of the University. The Head of Archives and 
  Special Collections is responsible for alerting the Dean of the Library of such gifts; the 
  Dean of the Library is responsible for referring such matters to the Provost and the 

 Although individual special collections may have specific collection boundaries and 
  parameters, these collections must fit within the guidelines of the CSUS Collection 
  Development Policy. 

 Special Collections should not duplicate other collections within the Sacramento 
  region. CSUS Department of Archives and Special Collections will recommend other 
  logical locations for collections which do not fit well within the Department's areas of 
  strength and emphasis. 

 The University Archives and Special Collections reserves the right to de-accession 
  materials at a later date if upon reappraisal they are no longer considered to be of 
  enduring value or in support of the University's mission and/or curriculum. The 
  department also reserves the right to dispose of materials once they have been 
  transferred to another archaically sound medium. 


 The holdings of the University Archives and Special Collections do not circulate. 
  Typically they are used in the Archives and Special Collections Reading Room. 

 The collections also support selective outreach programs of the University Archives 
  and Special Collections. These may include public lectures, tours, exhibits, 
  workshops, conferences, and classroom presentations, as well as
  newsletters and other publications. 

 The University Archives and Special Collections provides photocopying of documents 
  and photograph reproduction serves for a fee, except where copyright, fragility of 
  materials, or other limitations exist. 

 The University Archives and Special Collections provides opportunities for students to 
  engage in experimental learning through internships and volunteerism. 

 The University Archives and Special Collections selectively creates or helps to create 
  educational exhibits for campus departments and agencies on a charge back basis.