COLLECTION POLICY - UNIVERSITY ARCHIVES

UMBC's University Archives, administered by the Library Special Collections unit, is the officially designated repository for records of enduring value made or received officially by UMBC and for other materials of historical value related to the function and history of UMBC (hereinafter "the University"). The following types of materials are collected by the University Archives:

• Official records emanating from any unit of the University
• Publications emanating from any unit of the University
• Records of individual faculty and staff created in their official capacities in the University
• Historical papers related to the University and worthy of preservation
• Records and publications of the University affiliated organizations including student organizations and groups
• The original or prime copy of any thesis, dissertation, or project accepted by the University in fulfillment of requirements for any advanced degree or certificate
• Two copies of all University publications
• Photographic materials, including prints and negatives of still and motion pictures, relating to the campus, buildings, faculty, students, events and the life of the University
• Other audio-visual materials, including audio tapes, video tapes, microforms, discs, machine readable data or files, etc., recording University events, functions, speeches, interviews, etc.
• Cartographic material and blueprints created by or on behalf of the University
• Commemorative and other items including memorabilia, works of art, instruments, building models, awards, and other artifacts relating to the history of the University

All tangible items produced and received in the course of activities conducted by the offices and officers of UMBC are the property of the University. These records include correspondence; memoranda, minutes, plans and reports; personnel, student, client, business and financial records; publications; publicity materials; speech copies; blueprints; cartographic materials, and all other items that document the work of the University and its components. University units are responsible for proper retention, inventory, and reporting of these materials in accord with State and University of Maryland System requirements.

If and when records or other items are no longer needed for ordinary conduct of business by the office of origin or its successor(s), the responsible administrator(s) should notify the University Archives to make arrangements for transfer of permanently valuable materials to the Archives and for proper disposal of other materials. Office files should be transferred to the Archives as arranged in actual use, since their organization reflects the functioning of the office of origin.

References: Library policy 360 and Appendix A: "Records Retention....Schedule"
approved by DGS
UMS BOR VI-5.10
President M. Hooker, memo dated 11/4/91 concerning "Preservation..."

Policy revised 10/30/91