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Collecting guidelines

Collecting guidelines

The University Archives is the repository of the historically valuable documentation of South Dakota State University units and individuals, including faculty, staff, and administrators The guidelines below were drafted to assist staff and faculty in determining which kinds of records are of potential historical or long-term administrative value. These records should be regularly and routinely  transferred to the Archives.  The guidelines are organized to reflect the types of records usually associated with particular offices and individuals.  The guidelines are not comprehensive, though.  Please consult the Archives before destroying or removing records.

What do I send to the Archives? 

University offices:

The University Archives collects the records of South Dakota State University. These may include:

  • Accreditation records or self surveys, both internal and  external. May include reports, correspondence, questionnaires, or guidelines.
  • Accreditation Self-Study Files: Records concerning accreditation. May include minutes, publications, working papers, drafts and the completed self-study.
  • Administrative files. General records concerning the  administration of the university and its colleges, departments, and programs.  Files may include reports, memoranda, correspondence.
  • Alumni materials. These include directories, reports, and  publications. 
  • Annual Operating Budget Requests
  • Annual reports of colleges, departments, programs, centers.
  • Annual reports of the university and its units.
  • Audio-Visual Files: Films, sound recordings and other audio-visual records created through activities, functions, facilities, and its staff.
  • Audits. Final reports and appendices only. 
  • Biographical materials of long-term faculty and senior  administrative staff. May include obituaries, memorial service programs,  interviews, curriculum vitae.  (Please note  that promotions and tenure files do not come to the  Archives).
  • Budgets. Summary reports and appendices only.
  • Calendar of Events
  • Certificates and awards
  • Committee and council records.  Internal or external, University-wide or on  the college, departmental, or program level such as task forces, curriculum  committees, consultative committees.  May  include minutes, agendas, reports.  
  • Committees and Councils Files: Records concerning committees and councils that are either internal to the department or division or are university-wide in nature and govern the activities of the department or division. Files may consist of minutes, proceedings, reports, notifications, correspondence and related files.
  • Constitution and by-laws
  • Course descriptions and schedules
  • Correspondence: Files of both general and intracampus correspondence. Drafts, routine acknowledgements and transmittals and copies of widely distributed correspondence and memorandums should be weeded before transfer. Widely distributed correspondence originating from office should be kept.
  • Curriculum development records. Documenting the development  and planning for courses offered at the University. May include correspondence,  memoranda, proposals, and faculty recommendations.
  • External organizations and associations. Records of multi-institutional  collaborations or associations in which the university is a participant. 
  • Film and video. All formats, documenting University  activities, functions, facilities, and its faculty, staff and students. Must be  identified in some way (such as dates, names, or captions). 
  • Grants. Materials documenting awarded grants.  May include proposals, interim and final  reports and summary data. All other records may be discarded after  administrative and legal retentions are met.
  • Photographs. All formats, documenting University activities,  functions, facilities, and its faculty, staff and students. Must be identified  in some way (such as dates, names, or captions). 
  • Planning records. Records of the university and its colleges  and departments documenting its mission and goals. May include reports,  correspondence, and policy and program proposals.
  • Policies and procedures files.  Material specific to the University, documenting  past and present policies and procedures.
  • Publications.  One  copy each, includes newsletters, magazines, reports.
  • Research projects. May include proposals, interim and final  reports and summary data. All other records may be discarded after  administrative and legal retentions are met.
  • Self-surveys. Internal and external reviews.  May include reports, correspondence, questionnaires,  guidelines.  
  • Speech files of senior administrators. Speeches, addresses,  or comments made while representing the university. Identified.

Personal / professional papers of faculty, administrators and alumni: 

Personal papers provide essential documentation of University history. The University Archives collects the personal and professional papers of senior administrators, long-term faculty, selected alumni, and others whose primary institutional affiliation has been with South Dakota State University. Administrators, faculty, and alumni such as Senator Tom Daschle;  freelance author and humorist Bob Karolevitz, and University alumnus and Nobel Prize winner Theodore Schultz have entrusted their papers to University Archives.

These collections complement departmental holdings and reflect the teaching, research, and service missions of South Dakota State University. Personal / professional papers may include: 

  • Bibliographies or publication lists. 
  • Biographical material about the faculty member including curriculum vitae, obituaries, photographs, interviews, bibliographies. 
  • Correspondence with colleagues and students. 
  • Consulting files. 
  • Department and committee records created in an individual's capacity as a University administrator, department chair, committee chair or member.
  • Diaries and journals, personal and professional. 
  • Family papers, particularly if family members have shared in research efforts. 
  • Grant and research files, lab notebooks, project records 
  • Photographs taken by or of the faculty member, documenting research colleagues and staff, laboratories, equipment, family and friends (identified photographs only) 
  • Professional contributions. Materials documenting involvement in professional or research organizations. 
  • Publications (if not otherwise available through libraries).
  • Talks and lectures. 
  • Teaching materials including lecture notes, course syllabi

Records of campus organizations, faculty associations, staff  and student groups:  

The Archives collections include records of groups associated with  the University including student, alumni, staff, and faculty organizations. Publications such as newspapers, newsletters, journals, books  by or about the organization.

  • Administrative records 
  • Annual and other reports 
  • Brochures 
  • Budgets and financial summary  documents  
  • Charters and by-laws 
  • Correspondence 
  • Directories or lists of officers  and members 
  • Mission statements 
  • Meeting minutes  
  • Photographs, film and video. All formats, documenting  University activities, functions, facilities, and its faculty, staff and  students.  Must be identified in some way (such as dates, names, or  captions). 
  • Publications. May include newsletters, newspapers, brochures, books by or about the organization.

Student papers and ephemera 

The University Archives collects materials that document the student experience at South Dakota State University. These can include documents that are contemporary with an individual's status as a student or recollections and reflections on the student years. There are many  topics of interest; some examples include academic, athletic, artistic, social,  and political activities.  (Please note  that the archives does not collect student transcripts, grades, or other  private information considered private.

  • Correspondence.    
  • Diaries, memoirs, commentaries and fictional or humorous  accounts of student life.   
  • Drawings, and paintings of campus scenes and life, including  interior views of dormitories and student rooms, and images student dress or  traditions.   
  • Film, video, and audio (analog and digital) documenting  student life.    
  • Lecture notes and course assignments    
  • Photographs (if identified)   
  • Posters, flyers, announcements, tickets, programs   
  • Writings and publications including essays and research  papers.   
  • Scrapbooks