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Collection Development Statement

South Dakota State University Archives & Special Collections
Hilton M. Briggs Library
Collection Development Statement
 
I.    Statement of Purpose
The Collection Development Statement guides the selection of materials by the SDSU Archives and Special Collections. The Archives strives to select, preserve, arrange, describe, provide access and promote the use of its rare and unique collections. The Archives maintains materials due to subject matter, age, condition, uniqueness, rarity, and items best managed separately from the H. M. Briggs Library’s general collection.

II.    University Archives
The SDSU Archives and Special Collections seeks to document the development of the South Dakota State University community, including the administration, faculty, staff and students, by collecting records with enduring value. Records that have historical, fiscal, administrative and legal value are identified and retained permanently, regardless of format. Only inactive files will be accepted for transfer to the University Archives. The Archivist and Special Collections Librarian will determine materials for the collection based upon the following criteria:

1.    Official records, papers, and publications of South Dakota State University administration, colleges and departments that are created during the conduct of University business. This will consist of records generated by the administration, colleges, centers, committees, and departments. These records include but are not limited to:
a.    Correspondence
b.    Meeting agendas and minutes
c.    Reports
d.    Photographs, slides, audio recordings, film and video, etc.
e.    Publications, including course catalogs, directories, newsletters, newspapers, bulletins, etc.
f.    Memorabilia and artifacts
Departments are to consult and comply with the South Dakota Board of Regents (SDBOR) Records Retention Manual: http://www.sdbor.edu/services/financeadmin/RecordsRetentionManual.htm

2.    Papers of South Dakota State University faculty, which document the research and teaching of the University. Faculty papers also provide additional understanding of the operation and history of the university and its culture. These papers may include, but are not limited to:
a.    Biographical material
b.    Correspondence – personal and professional
c.    Course materials – syllabi, lecture notes, examples of exams. Please note that the Archives will not accept student work without the permission of the student.
d.    Research files and publications
e.    Department and committee files
f.    Photographs, slides, audio recordings, film and video, etc.
g.    Diaries, journals, and scrapbooks
h.    Memorabilia and artifacts

3.    Records of South Dakota State University student organizations that document student life at the University. These records may include but are not limited to:
a.    Meeting agendas and minutes
b.    Membership information
c.    Photographs, slides, audio recordings, film and video, etc.
d.    Reports
 
e.    Scrapbooks
f.    Memorabilia and artifacts

4.    Papers of South Dakota State University students and alumni, which document the lives of SDSU’s graduates and former students, including their time at SDSU and after leaving SDSU. These papers may include, but are not limited to:
a.    Biographical material
b.    Correspondence – personal and professional
c.    Papers relating to career activities and family life
d.    Papers relating to activities as a student
e.    Photographs, slides, audio recordings, film and video, etc.
f.    Diaries, journals, and scrapbooks
g.    Memorabilia and artifacts

5.    Materials not added to the Archives may include, but are not limited to:
a.    Documents produced by an office that do not have enduring value, such as receipts, work orders, reservations, and acknowledgements
b.    Records scheduled for destruction per the SDBOR Records Retention Manual: http://www.sdbor.edu/services/financeadmin/RecordsRetentionManual.htm
c.    Materials from entities outside of the University, such as publications, reports and brochures that do not contain information about the University, which are created by other universities, professional organizations, and governments

III.    Manuscript Collections
The SDSU Archives and Special Collections seeks to collect and preserve rare and historically significant materials, regardless of format, that support the major research and educational subject areas of South Dakota State University and document the development of the area surrounding the University. These include collections of regional interest such as local organizations, businesses, and community members. Other criteria used include:

1.    Geographical Considerations:
While the collection focus is mainly on Brookings County, South Dakota and the surrounding region, collections from a more broad geographic area will be considered based upon their subject matter and how they complement existing collections.

2.    Subject Area Considerations:
The subjects collected by the Special Collections reflect the major research and educational subject areas of South Dakota State University and focuses on South Dakota. These areas include:
a.    Agriculture and rural life
b.    Architecture
c.    Engineering and technology
d.    Pharmacy and nursing
e.    Social and political development
f.    Literature, in particular poetry

3.    Chronological Considerations:
The Archives and Special Collections actively collects items from the 19th, 20th, and 21st centuries. However, materials created before the 19th century will also be considered.

IV.    Rare books
The SDSU Archives and Special Collections acquires and preserves rare books, maps, and ephemeral print matter due to their rarity, value, and significance. These items support the curriculum and research of South Dakota State University.
 
1.    Rare Books
The Archives and Special Collections may consider materials for the Rare Book Collection based upon the following criteria:
a.    Printed prior to 1875
b.    Books with less than 10 copies available in libraries worldwide
c.    First editions of significant volumes
d.    Books with inscriptions from prominent authors
e.    Books that are susceptible to theft, such as those with valuable plates and maps
f.    Books that are in very poor condition and impossible to replace
2.    South Dakota Collection
The Archives and Special Collections maintains and actively collects books and other formats for the
H.M. Briggs Library’s South Dakota Collection. This collection is comprised of books about South Dakota and/or written by South Dakota Authors.

V.    Other Considerations that Affect the Collection Development Statement

1.    Donations
The SDSU Archives and Special Collection welcomes donations of archival materials and books from individuals and organizations. Donors are to contact the Archives to discuss the potential donations prior to donating to the Archives. A signed deed of gift is required for any donation of materials given to the Archives. Not all materials donated to the Archives will be selected for permanent retention, and donors have the opportunity at the time of donation to designate if they want to have the unselected materials returned to them or have the Archives dispose of such items.

2.    Transfers from University Offices
The SDSU Archives and Special Collections accepts transfers from University offices. Upon receiving the records, the Archives will send an acknowledgement to the transferring department. The Archives staff will review records sent to the Archives, however, not all materials will be selected for permanent retention. The Archives will not accept items designated for destruction per the SDBOR Records Retention Manual.

3.    Deaccessioning
Materials that do not fit within the collection scope of the SDSU Archives and Special Collection or do not have enduring value may be deaccessioned according to the terms of the donation and the State of South Dakota property laws. The Archivist and Special Collections Librarian will make this determination.

4.    Loans
The SDSU Archives and Special Collections will not accept materials on loan for its permanent collection. Loans will be accepted for a limited time and at the discretion of the Archivist and Special Collections Librarian.

5.    Closed Collections and Restricted Materials
The SDSU Archives and Special Collections will not accept collections that are indefinitely closed to the public. Restricted materials will only be accepted with a designated opening date agreed upon, in writing, prior to the donation.

6.    Revision of the Collection Development Statement
The Collection Development Statement will be reviewed biennially.

Approved by the Library Faculty: May 6, 2015