I. Authority and Purpose
Recognizing the importance of many of the University's official files, records, and documents, the President of Stephen F. Austin State University approved the establishment of the University Archives in February, 1975, and requested participation in the program of all administrative officers and faculty members in possession of materials of possible archival value. The special collections department of the University Library (now the East Texas Research Center) was designated as the University Archives.
The purpose of the University Archives program is to collect, preserve, and organize for use the records, documents, and reference sources of Stephen F. Austin State University.
II. Scope
1. Valuable, non-current official records of the various divisions and offices of the University and other materials of historical or research interest produced by the University are preserved.
A. Ordinarily, materials designated as archival are originals and not copies.
B. Non-current or inactive records are those which are never or seldom referenced by the office of origin in its daily activities.
2. Personal papers accumulated in the course of work of individual members of the faculty and administration may be included in the University Archives.
3. Monographs and serials published by the University, theses and dissertations, major publications of the student body and alumni association, and other such works intended for general distribution are ordinarily added to the cataloged collections of the ETRC.
4. Not all records belong in the Archives. Active records frequently consulted should be kept in the originating office.
Inactive records without further value may be destroyed after compliance with the SFASU records retention schedule. Any questions should be directed to , the Records Management assistant in the ETRC.
III. Transfer Procedures for University Archive Material
1. Records Storage Containers
To make the most efficient use of space in the ETRC, records are stored in standard-sized records storage containers. Individual offices should use these same containers to transmit records to the ETRC.
2. Contact the ETRC which will provide all necessary storage containers and labels. As a guide in estimating the number of containers required, multiply the total number of legal-size file drawers by two. For letter-size files, three containers are needed to accommodate every two file drawers.
3. Packing
Without disturbing the existing file arrangement, pack records firmly in the containers. To make later consultation easier, records should not be packed so tightly that withdrawal is difficult.
The records storage containers can accommodate either legal or letter-sized files. Place legal-size files across the fifteen-inch side of the container. Place letter-size files across the twelve-inch side. When both legal and letter-size files are mixed within the same container, pack them across the fifteen-inch side.
4. Packing Odd-Sized Records
Records smaller than conventional letter or legal-size files should be packed in standard containers using the most practical arrangement possible. Over-sized records, such as bound ledgers, should be tied in bundles with sturdy cord and identification tags. Large drawings can be packed in cardboard tubes or wrapped in paper and labeled.
5. Labeling Containers
A University Archives label should be attached to each container. Place the label in the center of the fifteen-inch side of the container with the top of the label four inches from the top of the box. Fill in the allotted spaces as directed below:
Accession No. - Leave this space blank.
Box No. - Enter both the number of the container and the total number of containers in the shipment. For example, if there are seven containers being transferred and a label is placed on the second container, then the entry under "Box No." will read "2 of 7."
Record Group - Enter the name of the office preparing the shipment; for example, Office of the President; Department of English.
Description of Records - Leave this space blank.
6. Documenting the Transfer
The office maintaining the records is responsible for alerting the ETRC and documenting the transfer of records.
In each office, one staff member should be given responsibility for completion of the required forms. A telephone call indicating that records are being sent to the Archives constitutes sufficient notification.
7. The Records Transmittal and Inventory Sheet
All records sent to the ETRC should be accompanied by a completed Records Transmittal and Inventory Sheet This form is prepared in duplicate. The original should be sent to the ETRC. The copy should be retained by the office.
In preparing the Records Transmittal and Inventory Sheet, leave items 1-4 blank. When records arrive at the ETRC, they will be assigned an accession number.
In the spaces allotted for items 5&6, enter the name and campus address of the office that is transmitting the records: for example, Dean, School of Education, 441 Education Building.
In the space allotted for item 7, enter the name of the person on the office staff responsible for the preparation of the shipment and the completion of the Records Transmittal and Inventory Sheet. Include the appropriate telephone extension.
Make a complete inventory of the records being transmitted, container by container, folder by folder. In the space allotted for item 8, enter the container number, followed by item 9, the folder number, and item 10, the file folder titles. Item 11 will be completed by the ETRC staff.
The bottom of the form provides space for notations concerning restrictions on the use of records.
If additional space is needed to complete the records inventory, then use a Records Transmittal and Inventory Continuation Sheet .
The Records Transmittal and Inventory Sheet records the transfer of records and provides an inventory to assist the ETRC in rendering future retrieval service. Forms are available from the ETRC and will accompany the container requests for shipment of records.
8. Special Items
When records being transferred are not sent in standard records containers, complete the Records Transmittal Inventory Sheet, enumerating the records separately. Entries should contain notations about special packing provisions. For example, a group of large scrapbooks tied in a bundle should be listed on the inventory portion of the sheet as "three (3) scrapbooks, tied in a bundle, not in containers."
When records other than paper documents are being transmitted, the type of recording medium should be indicated, e.g., microfilm, audiotape, etc.
It is important that the Records Transmittal Inventory Sheet be filled out completely. Time spent on a complete inventory list will be repaid later in rapid retrieval.
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