University of Hawaii at Hilo Archives Collection Development Policy
Mission of the University of Hawaii at Hilo Archives:
The University of Hawaii at Hilo Archives, a department within the Mookini Library, is responsible for identifying, collecting, organizing, describing, preserving, and making available for research and reference those University of Hawaii at Hilo(UHH) and Hawai`i Community College (HawCC) records of sufficient historical, legal, fiscal or administrative value to warrant permanent preservation. These records are housed in the Mookini Library and are non-circulating in order to assure their retention and preservation. Additionally, the Archives facilitate efficient records management to further assure that permanently valuable records are preserved and to encourage efficient use of space within University of Hawaii at Hilo. The University of Hawai`i at Hilo Archives provides appropriate information services that assist in the operation of the campus. In addition, Archives serves research and scholarship by making available and encouraging the use of its collections to members of the campus and the community at large.
Administrative Authority of the UHH Archives:
As the records management office for UHH and HawCC offices, schools and departments, and for administrative offices on the University of Hawaii at Hilo and Hawai`i Community College campuses that have system-wide responsibilities, the primary goal is to provide overall direction for developing and implementing a records management strategy that will effectively and systematically manage records throughout their entire life cycle.
Scope and Focus of Collection:
In selecting records for the UHH Archives, priority is given to materials that meet one of the following criteria:
- The record documents the development and growth of the campus.
- The record reflects the development and activities of those campus offices and committees that cut across departmental divisions and that formulate or approve campus-wide or division-wide policy as well as faculty and administrative involvement in those activities.
Records appropriate for the UHH Archives include:
- Minutes, memoranda, correspondence, and reports of the governing board of the campus.
- Records of the Chancellor and other administrators including correspondence, administrative subject files, and reports.
- Records of all Administrative offices.
- Minutes, memoranda, and reports of all major academic and administrative committees, including the faculty senate and its committees.
- Accreditation reports and supporting documentation.
- Annual budgets and audit reports.
- Departmental/divisional records, including minutes and reports.
- Records of the registrar including timetables and class schedules, enrollment reports, graduation rosters, and other reports issued on a regular basis.
- Faculty publications, including scholarly articles, books, conference sessions, surveys, musical scores and recordings, recordings of theatrical productions, recordings of panel discussions, works of visual art.
- Alumni records, including minutes of the alumni association and papers, correspondence, and publications by prominent alumni.
- Records of student government and other student organizations.
- All publications, newsletters, or booklets distributed in the name of the university including: catalogs, special bulletins, yearbooks, student newspapers, student journals, university directories and faculty/staff rosters, faculty and university newsletters, and alumni magazines, and scholarly journals published by UHH and HawCC.
- Audiovisual materials documenting the development of the institution such as still photographs and negatives, films, oral history interviews, and audio or video tapes.
- Audiovisual recordings of fine arts productions and performances on campus.
- Master’s Theses and Honors Theses by UHH students.
- Maps, blueprints, and plot plans documenting physical growth and development.
- Reports of research projects, including grant records.
- Artifacts relating to the history of UHH.
- Press releases pertaining to UHH.
- State and local reports regarding the UHH and HawCC campuses.
- Programs for convocations, awards, lectures, etc.
- Security copies of microfilm produced by any campus vital records program.
Records not appropriate for the UHH Archives include records which generally should not be transferred but scheduled for disposal after consultation with the Archivist include:
- Records of specific financial transactions;
- Routine letters of transmittal and acknowledgment;
- Non-personally addressed correspondence such as "Deans and Directors" memoranda (except for one record copy from the issuing office);
- Requests for publications or information after the requests have been filled;
- Replies to questionnaires if the results are recorded and preserved either in the Archives or in a published report.
Organization of the Collection Development Program:
Staffing and responsibilities - Collection development decisions are made by the Archivist. The Archivist is responsible for annually informing the campus community of the types of materials which must be sent for inclusion in the Archives. The Records Management Policies are available on the Archives website as well. The person in charge of each unit or organization is then responsible for sending the material to Archives. The Archivist will work with the unit or organization to assist this process.
Access to Archives - The Archives and Special Collections are open to the public, and materials available for use in person, by e-mail, by telephone, post by contacting the UHH Archivist, Helen Wong Smith. Researchers are advised to call ahead, if possible, before visiting the Archives. Arranging for access is recommended by calling or e-mailing the Archivist.
Services (informational/reference/educational): The Archives and Special Collections is a repository for the historical records and materials of UHH and HawCC. We also have collections of local history and the campus’ collection of rare books. The Archives has an active collection policy for UHH and HawCC records of faculty, staff, students, departments, campus organizations, and campus clubs through its Records Management Program.
Defining Acceptable Donor Restrictions - The Archivist will work with donors to identify portions of collections being donated that may be considered sensitive and ensure their use be designated “restricted”. Patrons wishing to access such records will be consulted as to their information needs and use of such material to determine if they will be granted access.
Deaccessioning Statement: Some records may be deemed to be of tangential importance or to have little to no pertinence to the campus of UHH or HawCC or to the Archives’ associated collections. As the UHH Archives finds such records, it will find repositories that are appropriate for such records.
Collections in the UHH Archives Shall be Processed and Accessed
Arrangement
- Records will be organized according to the recognized archival principals of provenanceand original order. Where no apparent order exists, there will be an assessment of themcollection to create an organization of the records that will ensure it be easy to access and in a logical order.
- All folders and containers of records, papers, and materials should be clearly labeled in an appropriate manner.