General Guidelines
Transfer to the Archives materials that document the main work of the department, rather than day-to-day routine transactions. When selecting what to send, consider these questions:
- Do the records provide evidence of the key functions of the department?
- Would the records be useful to somebody researching the history of the department?
What the University Archives collects
- Annual and other reports
- Program assessments and self studies, accreditation reports
- Curriculum documentation--course planning documents, program proposals, course/major changes, syllabi, etc.
- Faculty documentation--planning and hiring justification documents, CVs, photographs, etc.
- Policy and procedures documents, handbooks
- Meeting minutes
- High-level memos and letters
- Aggregated statistics
- Organizational charts
What the University Archives does not collect
- Operational records related to routine activities--invoices and receipts, work and purchase orders, room reservations, etc.
- Student records--grades, evaluations, papers or projects
- Personnel records--contracts, evaluations, disciplinary actions, etc.
- Unidentified photos or audio-visual materials--must be labeled with date and event
- Blank stationery, forms, envelopes, etc.
- Published items not published by St. Kate's
How to transfer records
Always include a records transfer form (PDF) when sending materials.
For large amounts:
- Contact the archivist, Amy Shaw, before sending.
- Place materials in labeled folders, and packed the folders in order, preferably in banker's boxes. Do not overfill the boxes.
- Bring the boxes to the Archives (Library, lower level). Alternatively, using the Office Move Request form in ServiceNow, request that Facilities staff deliver boxes to Library room 61.
For digital files:
- Email to archives@stkate.edu
- USB flash drive
- Share Box folder or file with amshaw@stkate.edu
Questions? Contact Amy Shaw, Head of Archives and Special Collections
amshaw@stkate.edu | 651-690-6423
updated 2024-09-04