·         To collect, appraise, organize, describe, preserve and make accessible institutional records of permanent historical, administrative, legal, and/or fiscal value to Villanova University. 

·         To issue and administer formulated policies and procedures to ensure the identification and retention of permanent records.

·         To administer access to designated archival records, and to protect the confidentiality of restricted information.

·         To oversee the maintenance of University records of permanent value and all unique historical documents and collections given to the University Archives, and where appropriate to make them available for research.

The Villanova University Archives was established in 1960 and its Statement of Authorization for Archival Collection and Preservation of University Records received approval from the University President in 1987.  Renewed in 1989, approval continues to the present. 

The Villanova University Archives serves as the institutional memory of the University.  It is the official repository for non-current University records having permanent historical, administrative, legal, and/or fiscal value that are no longer needed by the offices that generated these records.  The primary mission of the University Achives is to collect, appraise, organize, describe, preserve and make accessible institutional records and other materials of enduring value in all formats that reflect the history and development of Villanova University.  These records are essential for documenting the history of administrative and academic units and activities of Villanova University administration, faculty, staff and students.  "Official University records" include any and all documentation in any form produced, generated or received and accumulated by any employee of Villanova University while engaged in the conduct of official University business in offices, departments, schools, institutes, centers and the like.  These University records are the property of Villanova University and as such are subject to submission to the University Archives.  "University Community" includes individual and collective members of the board of trustees, administration, faculty, staff, student body, and alumni/ae of the University as well as any other individuals and organizations whose activities have relevance for the University.  Materials collected by the University Archives include, although not exclusively those identified in the Villanova University Archives Collection Development Policy.

The University Archives strives to provide adequate facilities for the retention and preservation of official university records in addition to facilitating efficient management of records to ensure that permanently valuable records are preserved.  In collecting these materials, the University Archives recognizes and honors matters of privilege and confidentiality. 

The University Archives promotes knowledge and understanding of the origins, aims, programs, development and goals of the University.  Its primary purpose is to document the history of the University and to provide source materials for administrators, faculty, students, alumni/ae, and other members of the University community, as well as scholars, authors, and other interested persons who seek to evaluate the impact of the University's contributions to the community, as well as the history of education in the nation.  The records created today will become historically valuable for tomorrow's scholars.  The archives strives to be aware of the importance of collecting and preserving all non-current, inactive, official University records that are presently housed in the various departments and offices that have sufficient value to warrant preservation and meet the collection parameters of the University Archives.

Introduction

As a general rule, offices should retain records in their custody only as long as they are needed for the operation of the unit.  Non-current or inactive records should be transferred to the University Archives on a regular basis.  The time period during which records are needed will vary from office to office as well as from record type to record type.  In most cases, the office of origin is the best judge of the current usefulness of a record.  Where multiple copies of records are created, one may be sent to the University Archives immediately.

            All records likely to be of continuing and enduring historical, administrative,

legal, and/or fiscal value to Villanova University or to researchers should be retained permanently.  These records are considered to be so valuable or unique in documenting the history of an individual office, department, school, institute or center of Villanova University that they are preserved in the University Archives.  Permanent records should be transferred to the University Archives for proper management and preservation when they are no longer used in the daily operation of the office and are seldom referred to.

Mission

The Villanova University Archives is designated as the official repository for all non-current records of Villanova University.  Its primary purpose is to document the history of the university and provide source materials for administrators, faculty, students, alumni/ae and other members of the University community, as well as scholars, authors, and other interested persons who seek to evaluate the impact of the University's contributions to the community as well as the history of education in the nation.  In order to fulfill this purpose, Villanova University Archives collects those records and materials that have enduring value in all formats created or received by administrators, faculty, students and alumni/ae that document the history and development of Villanova University.  All records produced, generated or received and accumulated by Villanova University employees in the course of their official duties are the property of Villanova University and as such are subject to submission to the University Archives in accordance with the following policy.  Records, which possess historical, administrative, legal, and/or fiscal value, are retained permanently.  The University Archives then preserves these records and makes them available for researchers.  The purpose of the Villanova University Collection Development Policy is to ensure that all pertinent records are preserved.

Criteria

The Villanova University Archives seeks to document the Villanova University community, which includes the administrators, faculty, students, staff and alumni/ae.  In assessing records appropriate for permanent retention, the University Archives attempts to include any and all documentation in any form produced or received in the conduct of University business.

Record Types and Formats

The official records encompass the documents or papers produced, generated or received by the various administrative offices of Villanova University in the conduct of its business and which are preserved for their enduring value.

In filling its obligation as the keeper of Villanova University history, the University Archives seeks to collect materials from offices, departments, schools, institutes, centers and student organizations.  The following is a checklist of appropriate records and materials that should be deposited in the Villanova University Archives.       

1.     Official Administrative Records, Papers and Publications of Villanova University Commonly Transferred to the University Archives

·         Constitution and by-laws, minutes of meetings, memoranda, annual reports, correspondence, reports and lists of the Board of Trustees;

·         Records of the Office of the President, including annual reports, correspondence, administrative subject files and reports;

·         Correspondence, subject files, annual reports and reports of the Office of Vice President for Academic Affairs;

·         Correspondence, subject files, annual reports and reports of the Senior University Vice President, University Vice President, Vice President for Financial Affairs, Vice President for Student Life, Vice President for Institutional Advancement, Vice President for General Counsel and Office of Mission Effectiveness;

·         Correspondence, subject files and reports of deans, directors and administrators of the schools, colleges, departments, programs, centers and institutes of the University;

·         Correspondence, subject files, and reports of the administrative offices:  Budget and Auxiliary Services, Enrollment Management, Facilities Management, Human Resources, Public Safety, University Information Technologies (UNIT), Library;

·         Minutes, memoranda, and reports of all major academic, administrative and university commissions, councils and committees, including the Faculty Council, Faculty Senate, Faculty Congress,  the University Senate and their committees

·         Academic departmental records including minutes, reports, correspondence, syllabi and faculty vitae;

·         Self-studies and accreditation reports including supporting documentation;

·         Certification reports and supporting documentation;

·          Evaluations;

·          Annual budget and audit reports;

·         Records of the Registrar including calendars and class schedules, course descriptions, enrollment reports, graduation rosters, official commencement programs, grade reports, and other reports issued on a regular basis;

·         Alumni/ae records including minutes, newsletters, reports, newsclippings, publications, photographs, albums and scrapbooks of alumni/ae association;

·         Reports of the Offices of Admissions, Public Relations and Development;

·         Reports of the Office of Planning, Training and Institutional Research (OPTIR);

·         Reports of the Office for Research and Sponsored Projects (ORSP); Grant records (funded);

·         Reports of student organizations;

·         Plans (Strategic);

·         Speeches;

·         Publications distributed in the name of the University including:  annual reports, newsletters , posters or booklets, catalogs, special bulletins, yearbooks, student newspapers and publications, university directories and faculty/staff rosters, faculty, staff and administrative newsletters and publications, alumni/ae publications and ephemeral materials, brochures, calendars of events, guides, flyers, handbooks, manuals (procedures), information bulletins, master schedules, posters, programs and proceedings;

·         Audiovisual materials documenting the history and development of Villanova University such as photographs, negatives, slides, motion pictures, oral history interviews, and audio and video tapes, discs, digital and other electronic records or lists where such items are maintained, and other types of recordings; photo albums, scrapbooks;

·         Maps, prints, and drawings documenting the physical growth and development of the University;

·         Artifacts and memorabilia related to the history of Villanova University;

·         Policy Statements:  Policies governing the University and inter-departmental relations, recruiting policies, and other policies which deal with the administration of the University, department, school, committees, council, University Senate or office; Policy manuals;

·         Faculty publications: two copies of monographic publications, whether published by Villanova University or some other agency, should be sent to the University Archives as soon as possible.  One will be retained in the "Villanova University Publications" section of special collections in Falvey Memorial Library.  The other will be for the general collection in Falvey Memorial Library.

WHEN IN DOUBT, DO NOT THROW IT OUT!

Transfer appropriate materials to Villanova University Archives (located in Falvey Memorial Library, 4^th floor)

Voice:  (610) 519-4133

e-mail: Dennis.Gallagher@villanova.edu

Records Which Generally Should Not Be Transferred To The University Archives

The following materials should not be transferred to the University Archives and may be discarded directly from the office when no longer needed for administrative purpose.  Exceptions will be considered on an individual basis.  These items will be normally retained elsewhere.

·         Records of financial transactions, including but not limited to:  cancelled checks, invoices, ledger reports, account books, petty cash vouchers and/or receipts, any non-final budget report;

·         General administrative and management office files;

·         Student academic and employment records;

·         University personnel records;

·         Evaluations (of people);

·         Personal correspondence not related to University business nor of significance to the University's historical record;

·         General operational office correspondence, especially non-personally addressed mail and routine letters of transmittal and acknowledgement;

·         All blank forms and unused printed or duplicated materials;

·         All duplicate materials (note:  archives only needs one copy);

·         Grant records (not funded);

·         Greeting cards;

·         Papers, reports, work papers and drafts, which have been published elsewhere;

·         Miscellaneous candid visual and audio materials;

·         Requests for publications or information after requests have been filled;

·         Personnel files on faculty, staff, or students;

·         Resumes received in application for positions;

·         Any document containing salary information attached to individual names;

·         Reservations, confirmations, itineraries (travel), thank you notes, etc.

In summary, the official administrative records of Villanova University (correspondence and subject files; minutes and reports; films and videotapes; accreditation reports; annual, biennial and financial reports; board committees, faculty council, faculty congress, and University Senate minutes and reports;

newsletters; self-studies; Villanova University publications; celebration and special events records, etc.) should be inactive and be no longer in use in the activities of the originating office.  They should be transferred to the University Archives according to a schedule agreed upon by the University Archives staff and the office of origin.  When material is transferred it should be accompanied by an inventory identifying and describing the records being transferred.  The originating office may indicate restrictions on access to such records where appropriate.

2.     Personal and Professional Papers of Villanova University Faculty

As an important part of its mission of documenting the internal

life of the Villanova University community and placing it in a broader societal context, the University Archives seeks to acquire, organize, and make available the personal and professional papers of the Villanova University faculty.

            Faculty papers offer insight into the history and operation of the University, that otherwise may be lost by relying only on official administrative records.  They reveal professional interests and opinions that frequently clarify matters mentioned in the official records of the administration.  Faculty papers document the academic life of the University and relate one's academic career to his or her total interests, thereby constituting an important historical record.  Personal viewpoints expressed in private correspondence and documentation resulting from service on academic committees may provide a better basis for understanding the University than official records from the administrative offices alone.  Without a broad range of faculty papers available for consultation, the University Archives cannot provide a full compliment of perspectives regarding the history and development of the institution.

            The size of the Villanova University faculty, and the available storage space and staff of the University Archives place limitations on the extent of collecting faculty papers.  While attempting to acquire a broad range of personal papers, the University Archives must be selective.

            The following criteria are applied when appraising and soliciting the personal and professional papers from faculty:

Criteria of Faculty Members Contribution

·         National or international reputation in one's respective academic field;

·         Records of one's service with Villanova University and contribution to its growth and development;

·         Service on the faculty or a recognized area of excellence within Villanova University;

·         Service and contribution in community, state, and national affairs.

Types and formats

            The following types and formats of documentation reflect and illuminate the careers of the Villanova University faculty and are sought by the University Archives.

·         Biographic material: resumes, vitae, biographical and autobiographical sketches, chronologies, genealogies, newspaper clippings, memoirs;

·         Correspondence:  Official (outgoing and incoming letters and memoranda generated in the course of conducting university business.) Professional (outgoing and incoming letters relating to correspondence with colleagues, publishers, professional organizations, and former students; includes related files and attachments.)  Personal (letters to and from friends, relatives, and business associates.);

·         Diaries, notebooks, appointment calendars;

·         Teaching materials:  lecture notes, syllabi, course outlines, reading lists, examinations, student papers;

·         Research Files:  outlines, research designs, raw data, notes, analyses and reports of findings;

·         Departmental or Committee Records:  agenda, minutes, reports, correspondence, and related material;

·         Publications:  articles, books, reviews, works of art and music, speeches, professional papers, presentations;

·         Audiovisual Material:  tapes of lectures, speeches, discussions, interviews, video tapes and motion pictures;

·         Honors and awards;

·         Photographs:  prints, slides, and negatives;

·         Photo albums;

·         Scrapbooks;

·         Memorabilia.

Records Which Generally Should Not Be Transferred To The University Archives

·         Detailed financial records, canceled checks, and receipts;

·         Address books;

·         Calendars;

·         Routine correspondence;

·         Grade books and class rosters;

·         Greeting cards;

·         Invitations;

·         Duplicate and multiple copies of publications, course materials; all other duplicate material;

·         Typescripts, drafts, and galleys of publications and speeches unless the final publication or presentation is unavailable;

·         Books, research papers, journal articles, and reprints written by other persons;

·         Research notes and data if a summary of the data is available and transferred; bibliographic notes and notes on reading.

The Villanova University Archives is committed to preserving selected faculty

papers, making them available for research.  At the same time, it has certain obligations to guard against invasion of privacy and to protect confidentiality.  Therefore every private donor has the right to impose reasonable restrictions upon his or her papers to protect confidentiality for a reasonable period of time.  Restrictions on access should be for a fixed period and should be determined at the time of the donation.  The University Archives does not accept agreements that restrict access to materials for the lifetime of any person or persons, or other agreements that are difficult or impossible to administer.  It encourages minimal access restrictions consistent with the legal rights of all concerned.  

Villanova University Records are the various documents produced, generated or received and accumulated in the various offices and departments.  See Villanova University Collection Development Policy.

Records Policy

Official University records includes all recorded documentation in all formats produced, generated or received and accumulated by any employee of Villanova University while engaged in the conduct of official University business in offices, departments, schools, institutes, centers, committees and the like.  These University records are the property of Villanova University and as such are subject to submission to the University Archives.  Documents include all forms of recorded information, such as: correspondence, financial statements, minutes of meetings, policy statements and procedure manuals, reports, literary publications, photographs, sound recordings or other recorded information, regardless of media or characteristics, created, received or maintained by the University in the course of University business.  A document becomes a record when it is placed in an organized filing system for use as evidence of information.  It becomes archival when transferred to a repository for preservation and research use.  University records belong to Villanova University rather than to the employee of the University.  See Villanova University Archives Collection Development Policy.

Semi-official records include the records and publications of University sponsored student, alumni/ae, and faculty associations and organizations, which relate to some aspect of University life.

Purpose of University Records

Records serve three major purposes: 1- they serve an administrative record of the recent activities of an office or department, and thus assist department members with the day to day operation of the department or office; 2- they serve as a legal record; 3- they serve as an historic record of the activities of an office or department and the University as a whole.

University Archives Role in the Disposition of University Records

          University records have legal and historic value that the Villanova University Archives is concerned and involved in their organization and disposition.   The primary mission of the University Archives is to collect, appraise, organize, describe, preserve and make accessible institutional records and other materials of enduring value in all formats that reflect the history and development of Villanova University.  The Archives collects, University records, including, but not limited to, the records of administrative office; academic departments; faculty, administrative and student committees; faculty and student organizations; college and student publications; photographs and slides; memorabilia and other ephemeral materials.  This purpose and the authority for the University Archives to act as the official repository for the University records were approved by the President of Villanova University on October 5, 1987 (Statement of Authorization for Archival Collection and Preservation of University Records.)

Types of University Records

Basically there are four types of records: historical, administrative, legal, and/or fiscal.  A record is historical if it contains adequate and authentic evidence of Villanova University's organization, policies, decisions, procedures, operations, or other activities that have permanent value.   A record is considered administrative if it documents the operation and internal administration of an office; if it is used in making administrative decisions and determining policy, or in explaining organizational structure, procedures and operations.  A record is considered legal if it contains evidence of legally enforceable rights and obligations of the government or its citizens.  Contracts, leases, titles to property, legal decisions, and opinions are examples of legal records.  A record is fiscal if it pertains to the receipt, transfer, payment, adjustment or encumbrance of funds and audit requirements.

Categories of University Records

            Records, whether historical, administrative, legal and/or fiscal are generally divided into three categories: Current (active), Semi-current (semi-active), and Non-current (inactive).  Current (active) records are those records, which are referred to in the performance of current office activities.  Semi-current (semi-active) records include those records, which are housed in the active files, but are referred to infrequently, and do not relate directly to the current activities of the organization.  Non-current (inactive) records are those that are no longer required in the conduct of current business of the originating office (office of origin).  Non-current (inactive) records with permanent value should be transferred to the Archives.

Assessing University Records

The following is provided in order to assist in the selection of documents that should be sent to the University Archives for permanent retention.  Records created today will become historically valuable for tomorrow's scholars. Materials that have historical, administrative, legal and/or fiscal value should be transferred to the University Archives for permanent retention.  The following questions will help determine if the material should be archived.

1.      What kinds of materials does your office create, produce or receive, e.g., correspondence, memos, minutes, etc.?

2.      Is your office the creator of this material?

3.      How long do you need to keep the material in order to carry out your office's business?

4.      How often do you need to refer to the records?

5.      Does any of the material have financial or fiscal value? 

6.      Do you have a legal obligation to keep the material and if so, for how long?

7.      Would the material be of use, for example, to a researcher who is writing a report on your office or a history of your department?

8.      Can a person writing a grant proposal, for historical background, statistics, etc. use the material?

Transfer of Non-Current Villanova University Records

            All offices and departments sending/transferring records to the University Archives should review the Villanova University Archives Collection Development Policy.

            In October 1987, the President of Villanova University approved a Statement of Authorization for Archival Collection and Preservation of University Records that reads in part: 1) Official printed material, record books, minutes, committee files, financial records, correspondence, photographs and other visual material -- in sum, any records generated or received by the various administrative, academic, student, athletic and alumni offices of the University in the conduct of University functions or responsibilities -- are the property of the University, and constitute potential archival material.  2) Such property is not to be destroyed with the approval of both the individual in charge of the office where the papers accumulate and the University Archivist.

            Basic transfer principles of the Villanova University Archives are the following: 

·         Office records should be sent only when they are no longer needed in the office for administrative use.  When the records are transferred to the University Archives, they will be preserved according to archival practices and university policies.

·         Published and widely circulated materials should be sent to the University Archives in a timely manner to ensure their preservation and availability.  The University Archives prefers annual transfers of these records.  To set up a transfer schedule, contact the University Archivist for assistance.

Procedures for Transferring University Records to the University Archives

          The following are procedures for transferring University Records to the University Archives:

·         Review and follow the Collection Development Policy for Villanova University Archives.

·         Boxes should be used in transferring materials to the University Archives.

·         Review records, sending those recommended in the Collection Development Policy for Villanova University.   However, it is important to weed the following from files:

v     Records of financial transactions, including but not limited to:  cancelled checks, invoices, ledger reports, petty cash vouchers and/or receipts, any non-final budget report;

v     General administrative and management office files;

v     Student academic and employment records;

v     University personnel records;

v     Evaluations (of people);

v     Personal correspondence not related to University business nor of significance to the University's historical record;

v     General operational office correspondence, especially non-personally addressed mail and routine letters of transmittal and acknowledgement, circulars, notification requests;

v     All blank forms and unused printed or duplicated materials;

v     All duplicate materials (note:  archives only needs one copy);

v     Convenience copies of publications, reports, memoranda, etc. which your office was not the originator or office of origin and which have not been annotated;

v     Grant Records (not funded)

v     Greeting cards;

v     Papers, report, work papers and drafts, which have been published elsewhere;

v     Miscellaneous candid visual and audio materials;

v     Requests for publications or information after requests have been filled;

v     Personnel files on faculty, staff, or students;

v     Resumes received in application for positions;

v     Any document containing salary information attached to individual names;

v     Reservations, confirmations, itineraries (travel), thank you notes, etc.

v     Remove photos from folders but "do not discard" them.  Put them in a separate file (or carton depending on quantity) for transfer.  Label them,

using "pencil only" lightly on the backs as to person, place, event, location, and date whenever possible.

·        Preparation of materials to be sent to the archives:

v    Leave all paper records in labeled file folders.

v    Remove all rubber bands.  Do not remove staples or paper clips.

v    Remove all "Post-it" type notes from all materials to be sent to the Archives.

v    Photocopy newspaper clippings, saving only the photocopy (unless the article is too long or unwieldy to permit photocopying).

v    Remove all materials from ringed binders, being careful to maintain the original order of records while placing them into file folders.  Information that appears on the binder should be written on the file folder.

v    If legal and letter size materials must be combined, place all materials in a legal size file folder.

·        Packing records for transfer:

v    Place the folders in cartons in the same order that they were in the file drawer and/or in which the creator of the records maintained them in the campus office.

v    Label the cartons using the proper form printed on the end.  Each carton must be clearly marked as to the office of origin, contents, and dates.

(see form).

v     Number cartons consecutively, entering both the number of the carton and the total number of containers in the shipment.  For example, carton number one of a three-carton shipment would be labeled "1 of 3", etc.

v     Cartons, which are comfortably full, but not so over-stuffed that covers will not close, travel better than half-full cartons.

v     If you do not feel you have the time to pack these records, please call the University Archives.

v     Inform the University Archives of any sections of these records, which you feel require restricted access to protect the confidentiality of the records.

v     When transferring published items put out by the University or about the University, send only one copy of each item.

v     Records must be accompanied by a typed box and folder list.

v     Contact University Archives when transfer will arrive.

v     A Transfer of University Records/Inventory Form briefly identifies the material and describes the activity to which it relates) must precede the transfer of records.  Forms are available from the University Archivist or the web-based electronically.

For arranging transfer of appropriate University Records to the University Archives (located in Falvey Memorial Library, 4^th floor), please contact the University Archivist, Fr. Dennis J. Gallagher, O.S.A., Ph.D. between 9:00 a.m. - 5:00 p.m. Monday - Friday. 

Voice: (610) 519-4133 

E-mail:  Dennis.Gallagher@villanova.edu

If ever there is a doubt as to whether or not documents should be retained, please contact the University Archivist and we can decide together.

Thank you for your cooperation. 

            The University Archives is actively seeking papers, photographs, and memorabilia that document the history of Villanova University.  If you have any items you wish to donate, please contact the University Archives at (610) 519-4133.

 Transfer of University Archival Records Form

  ACCESS POLICY

            The University Archivist has been designated to serve as the official custodian of Villanova University records, which are housed in the University Archives.        

             The records of Villanova University will be made available in accordance with rules and regulations of the University Archives.  The University is guided in its policy by relevant Federal and State laws.  University policies regarding its records are implicitly incorporated in this access policy.

All administrative files prepared by administrators, faculty and staff are the property of Villanova University.  Issuing offices reserve the right to determine which files will be made available for general use.  Villanova University owns the literary copyright to all administrative material generated by individuals in the course of their employment with the University.

In collecting these materials, the University Archives recognize and honor matters of privilege and confidentiality.  Access to records in the University Archives is limited.  While some records are open for research use, access to other records is restricted to the office of origin.  Confidentiality is a prime consideration for some types of records and the University Archivist will strictly enforce any restrictions.

Records transferred to the Archives by any office of origin may be classified under one of the following by joint agreement between the office of origin and the University Archivist.

·         Open -- access controlled only by the physical condition of the records.

·         Restricted -- access limited to specific group of people (the office of origin, the staff of the University Archives, and officers of the University.)

·         Closed -- access prohibited for a specific length of time.

All records required by law to be maintained or publicly available at

their inception will be made available at the University Archives immediately.   All other institutional records normally remain closed for a period of 20 years from the date of their creation (the date on which each document was written) unless the office of origin has designated a shorter period.  The opening date for files spanning several years will be 20 years from the most recent.  Access will be given to material already 20 years old contained within a collection that is not yet open when such materials can be isolated from the rest of the collection.  The Board of Trustees committee minutes and records are restricted for 35 years.  Some other records of the University may be restricted for 35 years.  Some other records of the University may be restricted for more than 20 years as determined by the office of origin and the University Archivist.