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Mission of the IU South Bend Campus Archives:
The Indiana University South Bend Archives, a department within the Schurz
Library, is responsible for identifying, collecting, organizing, describing,
preserving, and making available for research and reference those IU South Bend
records of sufficient historical, legal, fiscal or administrative value to
warrant permanent preservation. These records are housed in the Schurz Library
and are non-circulating in order to assure their retention and preservation.
Additionally, the Archives facilitates efficient records management to further
assure that permanently valuable records are preserved and to encourage
efficient use of space within IU South Bend. The IU South Bend Archives provides
appropriate information services that assist in the operation of the campus. In
addition, Archives serves research and scholarship by making available and
encouraging the use of its collections to members of the campus and the
community at large.
Administrative Authority of the IUSB Archives:
As the records management office for IU South Bend offices, schools and
departments, and for administrative offices on the IU South Bend campus that
have system-wide responsibilities, the primary goal is to provide overall
direction for developing and implementing a records management strategy that
will effectively and systematically manage records throughout their entire life
cycle.
Scope and Focus of Collection:
In selecting records for the IU South Bend Archives, priority is given to
materials that meet one of the following criteria:
- The record documents the development and growth of the campus.
- The record reflects the development and activities of those campus offices
and committees that cut across departmental divisions and that formulate or
approve campus-wide or division-wide policy as well as faculty and
administrative involvement in those activities.
Records appropriate for the IU South Bend Archives include:
- Minutes, memoranda, correspondence, and reports of the governing board of the
campus.
- Records of the Chancellor and other administrators including correspondence,
administrative subject files, and reports.
- Records of all Administrative offices.
- Minutes, memoranda, and reports of all major academic and administrative
committees, including the faculty senate and its committees.
- Accreditation reports and supporting documentation.
- Annual budgets and audit reports.
- Departmental/divisional records, including minutes and reports.
- Records of the registrar including timetables and class schedules, enrollment
reports, graduation rosters, and other reports issued on a regular basis.
- Faculty publications, including scholarly articles, books, conference
sessions, surveys, musical scores and recordings, recordings of theatrical
productions, recordings of panel discussions, works of visual art.
- Alumni records, including minutes of the alumni association and papers,
correspondence, and publications by prominent alumni.
- Records of student government and other student organizations.
- All publications, newsletters, or booklets distributed in the name of the
university including: catalogs, special bulletins, yearbooks, student
newspapers, student journals, university directories and faculty/staff rosters,
faculty and university newsletters, and alumni magazines, and scholarly journals
published by IU South Bend.
- Audiovisual materials documenting the development of the institution such as
still photographs and negatives, films, oral history interviews, and audio or
video tapes.
- Audiovisual recordings of fine arts productions and performances on campus.
- Master’s Theses and Honors Theses by IU South Bend students.
- Maps, blueprints, and plot plans documenting physical growth and development.
- Reports of research projects, including grant records.
- Artifacts relating to the history of IU South Bend.
- Press releases pertaining to IU South Bend.
- State and local reports regarding the IU South Bend campus.
- Programs for convocations, awards, lectures, etc.
- Security copies of microfilm produced by any campus vital records program.
Records not appropriate for the IU South Bend Archives include records which
generally should not be transferred but scheduled for disposal after
consultation with the Archivist include:
- Records of specific financial transactions;
- Routine letters of transmittal and acknowledgment;
- Non-personally addressed correspondence such as "Deans and Directors"
memoranda
(except for one record copy from the issuing office);
- Requests for publications or information after the requests have been filled;
- Replies to questionnaires if the results are recorded and preserved either in
the Archives or in a published report.
Organization of the Collection Development Program:
Staffing and responsibilities - Collection development decisions are made by the
Archivist. The Archivist is responsible for annually informing the campus
community of the types of materials which must be sent for inclusion in the
Archives. The Records Management Policies are available on the Archives website
as well. The person in charge of each unit or organization is then responsible
for sending the material to Archives. The Archivist will work with the unit or
organization to assist this process.
Access to Archives: The Archives and Special Collections are open to the public,
and materials available for use in person, by e-mail, by telephone, post by
contacting the IU South Bend Archivist, Alison Stankrauff. Researchers are
advised to call ahead, if possible, before visiting the Archives. Arranging for
access is recommended by calling or e-mailing the Archivist.
Services (informational/reference/educational): The Archives and Special
Collections is a repository for the historical records and materials of IU South
Bend. We also have collections of local history and the campus’ collection of
rare books. The Archives has an active collection policy for IU South Bend
records of faculty, staff, students, departments, campus organizations, and
campus clubs through its Records Management Program.
Defining Acceptable Donor Restrictions: The Archivist will work with donors to
identify portions of collections being donated that may be considered sensitive
and ensure their use be designated “restricted”. Patrons wishing to access such
records will be consulted as to their information needs and use of such material
to determine if they will be granted access.
Deaccessioning Statement: Some records may be deemed to be of tangential
importance or to have little to no pertinence to the campus of IU South Bend or
to the Archives’ associated collections. As the IU South Bend Archives finds
such records, it will find repositories that are appropriate for such records.
Collections in the IU South Bend Archives Shall be Processed and Accessed:
- Arrangement
- Records will be organized according to the recognized archival principals of
provenancemand original order. Where no apparent order exists, there will be an assessment
of themcollection to create an organization of the records that will ensure it be easy
to access and in a logical order.
- All folders and containers of records, papers, and materials should be clearly labeled in an appropriate manner.
- Finding Aids: Available also on the Archives’ website.
- Inventories: Available also on the Archives’ website.
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