The College Archives purpose is to preserve the institution’s “memory.” Today, the archives of the College comprise a unique body of materials containing information of administrative, legal, fiscal, and historical value to the institution. The College Archivist directs the orderly transfer of College records that are deemed historically valuable.
The College Archivist will be designated by the President. The Archivist will report to the Vice President of Learning and Student Services and shall have the following duties:
- To ensure the preservation of records of historical value through document conservation when appropriate and solicit resources for this purpose.
- To make archival materials available for users under appropriate security.
The College Archives Advisory Committee will consist of the Director of Institutional Research and secretaries or administrative assistants to these offices:
President, Vice-President of Administrative Services, Vice-President of Learning Services, Vice-President of Student Services, Dean of Arts & Sciences, Dean of Career & Technical Education, and the Dean of Nursing and Allied Health. The Head Librarian will Chair the Committee. Membership is permanent. Advisory members can be introduced at the will of the committee.
The duties of the Advisory Committee are:
- To offer advice on the establishment and maintenance of the Archives.
- To assist with defining, collecting, organizing and electronically distribution/posting important records.
- To establish policies that protect the confidentiality of records, as well as the access conditions on other categories of records.
- To comment on other issues as is needed.
College Archives may be defined as all documentary materials created, received, and maintained by College personnel in conducting the official business of the College. Documentary materials are those carrying information of permanent value as determined by the Archivist and the person or office creating/receiving the materials. Records may be in various formats.
Various departments may have separate state or federal regulations regarding their documents, such as cancelled checks, invoices, student applications, personal memos, etc.
The Advisory Committee will establish a record transmittal schedule and ensure documents are sent to the Archives in a timely manner.
Examples of records to be preserved in the College Archives:
- Records, created, received, and maintained by the District Governing Board.
- Papers of the President, Vice-Presidents, Directors and Deans of the main divisions of the College. These papers should include all statements of policy, major reports and statistical summaries, major correspondence relating to policy development, and other appropriate materials.
- Papers from other offices, administrative and academic, to supplement the papers of the above, all legal contracts, Intergovernmental Agreements, Memorandums of Understanding, etc.
- Minutes and related documents from departments and from college-wide committees (administrative, academic, and student).
- Documents from the District Governing Board, faculty, student groups, or staff as a supplement to these official records.
- Documents that show the relationship of the College to the community, such as program advisory committee minutes and reports, minutes and reports of agencies or organizations showing discussion or decision in relation to the College.
- All printed publications (administrative, academic, and student).
Link to College Archives