Archives: Policy Statement

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Trent University Archives

Policy Statement

January, 1981.

1. The Trent University Archives will house the records of Trent University, and the manuscripts, records, and other archival material of other institutions and individuals generally connected with Trent University or the Trent Valley area.

2. University Records shall be taken to mean records created, received and accumulated which give evidence of the policies, administration and history of the University. These include:

a) Administrative records of the President, Vice-President(s), Deans, Registrar, Controller, College Heads, Department Heads, Engineer, Librarian, and other offices and positions of comparable significance.

b) Minutes of Meetings of Senate, Board of Governors, College Councils, all Committees, Departments and other governing bodies; including attached correspondence, exhibits and appendices; reports made to those bodies; reports made to external bodies, such as the Committee on University Affairs and trustees of special grants.

c) Publications primarily intended for the University community such as the Fortnightly , yearbooks and calendars.

d) Records relating to the Journal of Canadian Studies, and issues of the Journal itself.

e) Records of student governments and associations, both undergraduate and graduate.

f) Records of the Association of Teaching Staff, and any other such bodies in the University.

g) Audio-Visual material related to the University, including tape recordings of convocations and public lecture series.

h) Photographs and building plans of University properties.

i) Private papers of faculty and staff, when deposited.

j) Any records of a Trent University body that have been evaluated as part of a Records Disposition Plan.

3.1 Archival materials of institutions and individuals outside the University may be deposited in the Archives. These may include:

a) Original materials;

b) Materials gathered in connection with oral history programmes;

c) Materials usually obtained by a photographic process, whether photocopy or film. Copies of archival material purchased by Departments or Programmes will also be maintained in the Archives.

3.2 In acquiring such materials, the Archives will normally adhere to the area of interest described in Section I. This does not, however, preclude the acceptance of other papers which are considered to be relevant to the programmes of the University or to other collections in the Archives.

3.3 Access to non-University archival materials will be decided by the Archivist and the donor. Subject to this, such materials will be open.

4. The Standing Committee on Archives [Library Services Committee] may be consulted on matters concerning the solicitation, acceptance, transfer and disposal of non-University archival materials, and the coordination of activities of interested members of the University in this regard.

5. All materials received and accepted by the Archives will be immediately accessioned, and suitable finding aids produced. The Archivist shall be responsible for the disposition of all materials in the Archives.

6. The Archives will be located in the Bata Library.