Collection Development Policy of the IU South Bend Campus Archives

Mission of the IU South Bend Campus Archives:

The Indiana University SouthBend Archives, a department within the Schurz Library, is responsible foridentifying, collecting, organizing, describing, preserving, and makingavailable for research and reference those IU South Bend records of sufficienthistorical, legal, fiscal or administrative value to warrant permanentpreservation.  These records are housedin the Schurz Library and are non-circulating in order to assure theirretention and preservation. Additionally, the Archives facilitates efficientrecords management to further assure that permanently valuable records arepreserved and to encourage efficient use of space within IU South Bend.  The IU South Bend Archives providesappropriate information services that assist in the operation of thecampus.  In addition, Archives servesresearch and scholarship by making available and encouraging the use of itscollections to members of the campus and the community at large.

Administrative Authorityof the IUSB Archives:

As the records managementoffice for IU South Bend offices, schools and departments, and foradministrative offices on the IU South Bend campus that have system-wideresponsibilities, the primary goal is to provide overall direction fordeveloping and implementing a records management strategy that will effectivelyand systematically manage records throughout their entire life cycle.

Scope and Focus ofCollection:

In selecting records for theIU South Bend Archives, priority is given to materials that meet one of thefollowing criteria:

  1. The record documents the developmentand growth of the campus.
  2. The record reflects thedevelopment and activities of those campus offices and committees that cutacross departmental divisions and that formulate or approve campus-wide ordivision-wide policy as well as faculty and administrative involvement in thoseactivities.

Records appropriate for the IU South Bend Archivesinclude:

  1. Minutes, memoranda,correspondence, and reports of the governing board of the campus.
  2. Records of the Chancellor andother administrators including correspondence, administrative subject files,and reports.

Records of all Administrativeoffices.

  1. Minutes, memoranda, and reports ofall major academic and administrative committees, including the faculty senateand its committees.
  2. Accreditation reports andsupporting documentation.
  3. Annual budgets and audit reports.
  4. Departmental/divisional records,including minutes and reports.
  5. Records of the registrar includingtimetables and class schedules, enrollment reports, graduation rosters, andother reports issued on a regular basis.
  6. Faculty publications, includingscholarly articles, books, conference sessions, surveys, musical scores andrecordings, recordings of theatrical productions, recordings of paneldiscussions, works of visual art.
  7. Alumni records, including minutesof the alumni association and papers, correspondence, and publications byprominent alumni.
  8. Records of student government andother student organizations.
  9. All publications, newsletters, orbooklets distributed in the name of the university including: catalogs, specialbulletins, yearbooks, student newspapers, student journals, university directories and faculty/staff rosters, faculty anduniversity newsletters, and alumni magazines,and scholarly journals published by IU South Bend.
  10. Audiovisual materials documentingthe development of the institution such as still photographs and negatives,films, oral history interviews, and audio or video tapes.
  11. Audiovisualrecordings of fine arts productions and performances on campus.
  12. Master's Theses and Honors Thesesby IU South Bend students.
  13. Maps, blueprints, and plot plansdocumenting physical growth and development.
  14. Reports of research projects,including grant records.
  15. Artifacts relating to the historyof IU South Bend.
  16. Press releases pertaining to IU SouthBend.
  17. State and local reports regardingthe IU South Bend campus.
  18. Programs for convocations, awards,lectures, etc.
  19. Security copies of microfilm produced by any campusvital records program.

Records not appropriate for the IU South Bend Archivesinclude records which generally should not betransferred but scheduled for disposal after consultation with the Archivistinclude:

  1. Recordsof specific financial transactions;
  2. Routine letters of transmittal and acknowledgment;
  3. Non-personally addressed correspondence such as "Deansand Directors" memoranda(exceptfor one record copy from the issuing office);
  4. Requestsfor publications or information after the requests have been filled;
  5. Replies to questionnaires if the results are recorded andpreserved either in the

Archivesor in a published report.

Organization of the Collection Development Program:

Staffing andresponsibilities - Collection developmentdecisions are made by the Archivist. The Archivist is responsible for annuallyinforming the campus community of the types of materials which must be sent forinclusion in the Archives. The Records Management Policies are available on theArchives website as well. The person in charge of each unit or organization is thenresponsible for sending the material to Archives. The Archivist will work withthe unit or organization to assist this process.

Access to Archives: The Archives and SpecialCollections 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, AlisonStankrauff. Researchers are advised to call ahead, if possible, before visitingthe Archives. Arranging for access is recommended by calling or e-mailing theArchivist.

Services (informational/reference/educational): TheArchives and Special Collections is a repository for the historical records andmaterials of IU South Bend. We also have collections of local history and thecampus' collection of rare books. The Archives has an active collection policyfor IU South Bend records of faculty, staff, students, departments, campusorganizations, and campus clubs through its Records Management Program.

Defining Acceptable Donor Restrictions: The Archivistwill work with donors to identify portions of collections being donated thatmay be considered sensitive and ensure their use be designated "restricted".Patrons wishing to access such records will be consulted as to theirinformation needs and use of such material to determine if they will be grantedaccess.

Deaccessioning Statement: Some records may be deemedto be of tangential importance or to have little to no pertinence to the campusof IU South Bend or to the Archives' associated collections. As the IU SouthBend Archives finds such records, it will find repositories that areappropriate for such records.

Collections in the IU South Bend Archives Shall be Processed andAccessed:

  1. Arrangement
    1. Recordswill be organized according to the recognized archival principals of provenance andoriginal order. Where no apparent order exists, there will be an assessment of the collectionto create an organization of the records that will ensure it be easy to access andin a logical order.
    2. Allfolders and containers of records, papers, and materials should be clearlylabeled in an
  2. appropriatemanner.
  3. FindingAids: Available also on the Archives' website.
  4. Inventories:Available also on the Archives' website.

Last Reviewed: 03/2014