The greatest benefits of donating your organization's records to the University Archives include:
All while maintaining access to your records.
When records are donated to the University Archives, they are arranged and stored in acid-free folders, boxes, and appropriate environmental conditions to ensure the long-term preservation of the materials. A professional archivist will prepare an online finding guide that provides a brief description of the organization and an inventory of the records found in the collection. An example of such a guide can be on the Online Archive of California. This link is to the finding aid of the Early Birds, an unofficial social organization of administrative support staff on campus. Your organization's records will also be cataloged in the library's online catalog and be made available for research.
By donating your organization’s records to the University Archives you know that future members of your organization will have access to these resources when planning outreach and fundraising initiatives or researching alumni and past events and projects.
In most cases, your organization will follow these steps:
Donating your organization's records should be an ongoing project. Create documentation and assign the duty of maintaining a relationship with the archives to an officer, like a Historian or Secretary. The end of each academic year is a great time to review your group's records and determine what might be eligible for inclusion in the archives.
If you have any questions or concerns or are just interested in what the University Archives has to offer, please feel free to contact us. We’re here to help!
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