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Donating Student Organization Records

The history of South Dakota State University would be incomplete without including the lives and activities of its students. The university archives works with student organizations to ensure that their history is preserved.

What types of materials should be sent to University Archives?

The guidelines below were drafted to assist student organizations in determining which kinds of records are of potential historical. These records should be regularly and routinely transferred to the Archives. The guidelines reflect the types of records usually associated with student groups. However, the list is not definitive or exhaustive. Materials not specifically mentioned that contribute to documenting student activities are, of course, welcome.

  • Annual and other reports        
  • Audiovisual materials
    • Films, sound recordings and other audio-visual records created through activities, functions, facilities and its staff
    • Film and video
    • Must be identified in some way (such as dates, names or captions)
    • All formats are accepted, including digital
  • Budgets
    • Summary reports and appendices only
  • Bylaws and constitutions
  • Calendars of events for the organization
  • Charters and articles of incorporation
  • Certificates and awards
  • Committees and Councils Files
    • Records concerning committees and councils that are internal to the student organization
    • Files may consist of minutes, proceedings, reports, notifications, correspondence and related files
  • Correspondence files: Files of both general and internal organization correspondence. Widely distributed correspondence originating from office should be kept. This includes email.
  • History files
  • General informational files on the development of the organization: May include notes, publications, newsletters, reports, correspondence, photographs and other related records
  • Meetings files: May include memoranda, agenda, meeting minutes, reports and other related records
  • Membership lists and directories of the organization
  • Memorabilia
  • News clippings and media coverage files
  • Officer files: Records maintained by the organization’s officers concerning programs and activities. Files may include correspondence, memorandums, reports, directives and other related records
  • Organization charts and officer lists
  • Pamphlets, brochures, fliers and other promotional materials
  • Photograph and scrapbooks: Photographic prints, negatives or digital images of the organization’s members and activities
  • Policies, manuals and handbooks: Includes files and manuals specific to the organization and its functions
  • Publications and newsletters: Publications created by the organization
  • Speeches and presentations
    • Scripts of speeches and presentations given by organization’s members
  • Subject files
  • Websites, blogs and social media files