UA Collecting Policy

Introduction

The Center for Archival Collections (CAC) is the home of the University Archives, the final repository for the historical records of Bowling Green State University (BGSU). The primary purpose of the University Archives is to preserve and provide open access to University records that document the history of BGSU from its founding in 1910 to the present day.  These records include those dealing with administrative, business, academic, and athletic matters; faculty and student organizations; university publications, including the BG News and the Key Yearbook; and photographs. The University Archives prefers to collect records in their native format, whether it be analog or digital, although reformatting may occur for preservation purposes at the discretion of the Head Librarian/University Archivist.

Mission

The University Archives accomplishes its mission through the following primary functions:

1.    Acquire, organize, describe, preserve, and make accessible primary source materials within the University Archives' collecting scope.
2.    Provide proper housing and secure environments for the retention and preservation of the University Archives' collection materials.
3.    Administer BGSU’s records management program to ensure the systematic retention and preservation of University records.
4.    Serve research and scholarship by actively promoting, making accessible, and encouraging the use of collection materials by the BGSU community, visiting scholars, and the general public.
5.    Serve as an educational resource to help stimulate and encourage teaching and learning with primary sources across all grade levels, and provide instruction regarding the educational value of primary sources.
6.    Publicize and circulate research and information regarding the history of BGSU.

Collection Development

The CAC primarily acquires records for the University Archives through its administration of BGSU’s Records Management Program.  Please note that, by the authority of BGSU’s Board of Trustees, and in compliance with Section 149.33 of the Ohio Revised Code , all University offices are required to comply with BGSU’s Records Management Program.  University offices transferring records or other historic items to the University Archives should do so in accordance with departmental retention schedules and/or the University general retention schedule.  Please contact the Head Librarian/University Archivist or Records Manager/Assistant University Archivist before sending materials.  All acquisitions are made at the discretion of the Head Librarian/University Archivist.  No confidential records will be accepted.

The following materials are examples of the types of materials the University Archives collects from academic and administrative units of BGSU:

a.    Official minutes of the Board of Trustees.
b.    Records of the Office of the President, including executive correspondence, subject files, and reports.
c.    Records of the President’s Cabinet, including correspondence, curriculum development records, accreditation files, subject files, and reports.  Offices included in the President’s Cabinet can be viewed on BGSU’s organizational chart of university leadership.
d.    Records of the Registrar, including class schedules, student directories, and other reports issued on a regular basis.
e.    Minutes and reports of all major academic and administrative commissions, councils, and committees, including the Faculty Senate, Administrative Staff Council, and Classified Staff Council.
f.     Departmental records, including minutes, annual reports, program reviews, and other historically significant records.
g.    Annual budgets.
h.    Statistics regarding grades, enrollment, graduation, and race/ethnicity.
i.      Records of student organizations, including minutes, reports, membership lists, publications, photographs, and audio and video media.
j.      All promotional and internal publications, newsletters, and booklets distributed in the name of BGSU. This includes but is not limited to catalogs, commencement programs, special bulletins, yearbooks, student newspapers, directories, news releases, posters, and ephemeral material.
k.    Photographs, negatives, slides, audio and video, and other media significantly documenting BGSU.
l.      Maps, prints, and architectural drawings/records documenting the physical history of BGSU.
m.   Preservation copies of microfilm containing vital permanent records relating to the history of BGSU.

This policy last revised May 9, 2016