Where do materials go? University Archives or the Records Center

Contacting the University Archives may be a little confusing for most people. We hope to clear a few things up with this blog post.

A student enjoys researching in the Archives Reading Room!

When someone outside of Minnesota State University contacts the University Archives it’s most likely they're looking to access something in either the University Archives or Southern Minnesota Historical Center collections. These collections are generally open for viewing by all on location at the University Archives.

 It becomes a little more complicated when a Minnesota State University staff or faculty member contacts the University Archives. A common scenario is that someone has been instructed to call the Archives to pick up a few of their boxes. A few questions, like the examples below, help us to determine where the boxes actually need to go.

What are the contents?
Archives

• Meeting minutes and proceedings, constitutions and bylaws, transcripts
• Correspondence and memoranda, both incoming and outgoing
• Historical files documenting policies, decisions, committee and task force reports, questionnaires
• 2 copies of all publications including, newsletters, journals, brochures, monographs, programs, posters, and announcements
• Audiovisual materials including photographs, film, and sound and video recordings
• Personal papers of students, faculty, and staff that relate to the university’s work

Records Center

• Unofficial faculty and staff information files belong in the Records Center (with the understanding that official records are in Human Resources).
• Budget records and other financial information
• Client/patient files
• Security reports
• Student education records
• Student employee records
• University gift records

All records transferred must follow the Records Retention Schedule.


Are you signing over your "rights" to the material?

• Yes. Materials are kept in the Archives only if they contribute to the understanding of the University and unless marked as restricted, may be accessed by anyone. Material in the Archives may be viewed by anyone but must stay on location. While advanced notice is appreciated, it is not required to view material.
• No. Records Center materials are low-use materials that generally are owned by their originating department and may only be accessed by the originating department. Requests in paper format is required before material may be retrieved from the Records Center. Material is then delivered directly to the person making the request.

This has been a quick breakdown of where materials may end up when given to the Archives. Please do not hesitate to contact the University Archives with any questions.

Mee Xiong is an Archives Technician at Minnesota State University, Mankato.