Library - Archives Policy
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Archives Policy
Purpose
The University Library Archives, hereafter Archives, is the repository for records of permanent value, which may be used for research purposes by library clients or by the Library for administration purposes. The Archives is responsible for identifying, acquiring, preserving and providing access to these records.
Definitions
Access: The granting of permission to examine and study the records or collections held by the Archives and extract information for research purposes.
Archives:
- Those records that are appraised as having continuing value and have been selected for permanent preservation but no longer required for current use.
- The place where archival material is kept.
Corporate records: Records created, received and accumulated by University officers or employees on behalf of the University. These records can take a variety of forms such as books, documents, maps, drawings, photographs, letters, vouchers, papers, and any other medium on which information is recorded or stored by graphic, electronic or mechanical means.
Donation: A voluntary deposit of records, involving the transfer of legal ownership and custody to the Archives.
Official records: see corporate records
Records: Documents containing data or information of any kind and in any form, created and accumulated by the University staff in the transaction of business or the conduct of the affairs of the University.
Semi-official Records: Include the records of University-sponsored clubs and associations, programs and schedules of University events, which are not part of the University official records.
University-Related Materials: Records and papers, which reflect the life of the University. Private papers of staff members, when deposited. Publications of student, alumni and faculty groups, societies and organisations, which relate to some aspect of University life.
Parameters
- To identify and acquire records/items related to the purpose of the Archives.
- To provide access and make the information accessible when needed for research, legal or administrative purposes.
- To encourage and facilitate academic research through the provision of reference services.
- To preserve and protect permanently valuable records.
Categories of items kept in the archive
- Library administration files (10 years only).
- University annual reports.
- Council papers.
- Records related to the Academic Board.
- Surveys.
- AUT Conferences, Symposiums, and Seminars' information, keynote addresses and proceedings.
- Records related to exhibitions organised by AUT students or staff members.
- Research papers and reports by University members in the course of their academic work.
- Papers of prominent staff members.
- Historical records including papers, calendars, University publications, photographs, audio/video tapes, posters, maps, memorabilia and ephemera.
Procedures
1. Acquisition of Records
The Liaison Librarian for the Archives, who is accountable to the Associate Librarian, has the authority to accept non-current records for the Library Archives. The Librarian also has the authority to accept unofficial records and/or private papers.
University and University Related Printed Material - all publications of research value, reports, letters, surveys, and other unique printed matter created in each unit shall be obtained and preserved. Extra copies shall be retained, as long as space is available, for the purposes of exchange, deposit elsewhere, and lending.
Non University Printed Material - Published works held in other repositories are not normally placed in the Archives, however, at least one copy shall be preserved where it is an integral part of an archives group or collection of papers.
All University departments/divisions are requested to forward copies of their publications to the Archives.
2. Transferring records to the Archives
The Liaison Librarian for the Archives has the authority to accept and arrange for the transfer of non-current records/materials to the Archives. S/he shall also have the authority to accept unofficial records and/or private papers. The person in charge of the office will decide, in consultation with the Liaison Librarian for the Archives, on a schedule for the transfer of the records. Documents should be kept in their original folders and should be packed for transfer according to the Health and Safety Regulations.
3. Donations
When materials are offered to the Archives, it is on the understanding that the archives' staff has the right to dispose of materials that are not of an appropriate historic/research nature unless, the donor states, in writing, that s/he wishes to be consulted.
Donors may also state, in writing, conditions of access to their papers if they consider part or all of the contents to be of a sensitive or confidential nature.
The Library Archives acknowledges the special relationship Donors have to the records they give to our care. Donors will have ongoing permanent access to their papers during normal Archives opening hours.
Donors will be asked to sign a Deposit Agreement.
The Deposit Agreement sets out the terms and conditions of deposit and outlines the responsibilities of both the Library Archives and the Donor.
4. Access to the records
All the materials in the Library Archives will be available for reference unless the Liaison Librarian for the Archives, depositing office, or donor has placed restriction on the records. Records under restriction may be consulted but only with the permission of the donor or depositing office.
The Liaison Librarian for the Archives is the person to whom requests to consult records will be made. The Liaison Librarian for the Archives is responsible to ensure that the rules and regulations governing the access to and the use of material are observed, and to contact donors, when a request is made concerning the use of donated records under restriction.
The Archives retains the right to charge for any reproduction or other research service. A schedule of fees is made available regularly. The Archives retains the right to reproduce materials by mechanical, electronic, or photographic means for conservation, security or research purposes.