Collection Development Policy

 

Objective

As the official memory of the University of Indianapolis, the purpose of the Frederick D. Hill Archives is to collect, organize, preserve, and make available for research the official University records that present an historical, legal, fiscal or administrative enduring value. These records include any and all documentation in any form created or received by administrators, faculty, staff, students, alumni, benefactors, and donors of the University of Indianapolis.

The University Archives also reviews, collects, organizes, describes, preserves, and makes available for research records of individuals and organizations not directly connected with the University of Indianapolis but which are relevant to the interests of the Archives.

The University Archives is authorized to establish and promulgate standards, policies and procedures for the effective management of university records within the context of state and federal laws. The University Archives is also authorized to develop the general schedules for retention and disposition of university records common to many offices and creates schedules for records unique to campus offices.

Scope

The term “collection development” refers to the acquisition, ownership, management, documentation, conservation, storage, maintenance, use, and disposition of the Archives collections and their component parts.

This Collection Development Policy establishes procedures for the management and care of tangible collections owned by the University of Indianapolis Frederick D. Hill Archives.

The material collected by the Frederick D. Hill Archives includes:

  • All University Publications (e.g., The Reflector, Various Departmental Newsletters, Portico, Inside UIndy, 1400, Academic Catalog…) in print and in electronic format
  • Selected division and department administrative records (minutes of committees)
  • Selected photographs of University personnel, campus, buildings and events
  • Selected blueprints and architectural drawings
  • Selected pamphlets & posters
  • Selected books published by or about members of the University of Indianapolis community .

Selection

Selection for additions to the Archives Collections, including gifts, will be based on collections scope as defined by this policy. The Archives and the University of Indianapolis welcome inquiries regarding gifts to the Archives Collections.

Access

The holdings of the University Archives are available to University of Indianapolis administrators, students, faculty, staff, alumni and the general public for research under the following conditions:

  • Archival materials may be used only on-site in the Archives with supervision.
  • The Archives welcomes requests for Requests from University of Indianapolis administrators, faculty, staff and students have priority.
  • Some records may be restricted by law, by University of Indianapolis policy, or by request of the donor.
  • Photocopying will be done by the staff; a fee for this service may be required.
  • Archival records are never to be altered or defaced by any markings whatsoever.
  • Patrons are asked to keep the records in the same order in which they are found.
  • The University of Indianapolis Archives is to be credited on all documents and photographs used in publication or display.
  • The University of Indianapolis reserves the right to restrict access to all or any portion of its records to researchers.

Use of materials in the University Archives is governed by applicable copyright laws. It is the responsibility of the researcher to obtain all necessary copyright permissions to quote or publish any material located in the University of Indianapolis Archives.

Preservation

To the extent possible, and with preservation as a priority, photo duplication and/or scanning of collection pages will be allowed.

In an effort to make the University Archives Collections more accessible, digitization of the collection will be considered as staff and funding dictate.

Conservation

The collections of the Archives consist of a wide range of items composed of many media. It is the responsibility of the Archives to protect, preserve, and maintain the condition and integrity of the objects and materials in the collections. 

The Archivist is responsible for ensuring that items receive such care and conservation as will result in the longest functional life of the item. Every effort will be made to ensure that the conditions of display and use are such that items are well protected and not physically endangered. 

Additions to the Collections

  1. Nature of Ownership

    Items may be added to the collections by means of gifts, bequests, exchanges, or any other appropriate transaction by which full and absolute title is effectively transferred to the Archives. The Archives shall not accept for accessioning items and collections on “deposit,” or on “long-term, indefinite or permanent loan,” or in any other manner whereby the Archives is not the owner of the items. Acquisition of items shall be accompanied and supported by documentary evidence warranting ownership in the prior owner and effectively transferring such ownership to the Archives.

    The Archives will not knowingly add to its collections any item that has been stolen, or illegally exported from its country of origin. Every effort will be made before acquisition to determine that the item has a clear and legitimate provenance.

    Ownership by the Archives shall normally be the least restrictive. Any limitation on use shall be clearly described in the appropriate instrument of conveyance, whenever possible, by the prior owner.
  2. Criteria for Acquisition

    In no event shall any item be acquired on behalf of the Archives without specific prior comment and/or approval of the Archivist. To determine whether items are appropriate for acquisition, written documentation shall be prepared in advance of acquisition by the Archivist. This documentation will include satisfactory evidence of the following:
    1. The item is consistent with the mission of the Archives.
    2. The item strengthens an existing collection.
    3. The provenance of the item is satisfactory.
    4. The name and address of the present owner(s), the means of acquisition, present location and condition of the item, and anticipated time of transfer of title and possession to the Archives.
    5. The transfer of full and absolute title of the item to the Archives with Deed of Gift duly signed and dated.
    6. A description of any restrictions or limitations on ownership, use or future disposition of the item by the Archives.
    7. That the conservation and maintenance of the item will not increase the financial obligations of the Archives beyond routine processing care and maintenance, or a statement of the extent to which they would.
    8. The funding for the transportation to the Archives and other related costs has been arranged, identified and authorized.
    9. In the event that a group of items is being considered, a statement whether it is to be retained in its entirety, whether any parts are to be retained and other parts are to be disposed of; if the latter, what arrangements are contemplated for unwanted items and their value.

Removals from the Collections

  1. Criteria for Removal

    In general, items retaining their physical integrity, authenticity, and usefulness to the mission of the Archives should remain part of the collections.

    At the same time, the Archives may improve the collections through the selective deaccessioning of objects of inferior importance, usefulness, condition, or authenticity. Such removals will only be undertaken as part of an ongoing refinement of the collections.

    Items may be deaccessioned and disposed of if any one of the following criteria is met:
    1. The item is no longer relevant to the mission of the Archives.
    2. The item has deteriorated beyond any useful research or educational fashion.
    3. The use of the item in the foreseeable future is doubtful or highly unlikely.
    4. The item is one of an excessive or inappropriate number of the same or similar items and, accordingly, is not of significant importance to the research or educational objectives of the Archives.
    5. The transfer of the item to another institution is clearly more appropriate.
  2. Procedure for Removal

    In removing items from the collection, the Archives’ legal right to do so must be clearly determined. Written documentation shall be prepared in advance by the Archivist that will include evidence of the following:
    1. The date, circumstances and source of the item’s acquisition.
    2. A brief history of the use of the item by the Archives.
    3. The reason for deaccessioning the item.
    4. Conditions or restrictions governing accessioning or deaccessioning of the item.
    5. A current fair market value of the item.
    6. The proposed method of disposition of the item to be removed.
  3. Disposal Procedures

    The following guidelines should apply once the items have been deaccessioned:
    1. Items approved for disposal shall not be acquired privately by any individual closely associated with the Archives or the University of Indianapolis.
    2. Exchanges with, another non-profit institution shall, in general, constitute a preferred method of disposition.
    3. Sales or exchanges can constitute another method of disposition.
    4. Any funds received as a result of the deaccessioning and disposal of an item from a collection of the Archives shall be deposited in the Archives Account for the care and conservation of the collections.
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