Archival Policies - Section IV

Ohio Northern University is the repository of not only the non-current records of the University, but also the personal papers of faculty and staff. The Archives will endeavor to collect and maintain these records for their intrinsic value in documenting the history of the institution and on the development of academic disciplines. It is recognized that the personal papers of faculty and staff constitute a rich source for historical research. Such records are considered non-official records. The following guidelines will assist faculty and staff in identifying those portions of their files that are appropriate for transfer to the Archives.

Items likely to be of archival interest include:

1. Biographical information: resumes and published and unpublished biographical sketches;

2. University official correspondence and files: outgoing and incoming letters and memoranda relating to departmental and University business, committee minutes, reports, and files;

3. Professional correspondence (outgoing and incoming) with colleagues, publishers, professional organizations, and former students;

4. Teaching material: one copy of lecture notes, syllabi, course outlines, reading lists, examinations, and correspondence with students;

5. Publications: one copy of all articles, books, reviews or works of art and other professional construction;

6. Audio-Visuals: photographs, films, and sound and video recordings;

7. Personal and family correspondence, diaries, and photographs.

Note: All information formats (e.g. published, typescript, audio-visual, and electronic data such as computer disks and files) are appropriate for consideration for transfer. For documents in formats requiring any for of machine intervention, such as videotapes, kinescopes, etc., and all computer files, consideration should be given to transferring the equipment needed to access the documents or images or, preferably, converting the documents or images to a format accessible to the Archives' users. Early consultation with the Archivist is strongly encouraged for all such materials.

Documents which generally should not be transferred without prior consultation with the Archivist include:

1. Detailed financial records, canceled checks, and receipts;

2. Routine correspondence, especially non-personally addressed mail and routine letters of transmittal and acknowledgment;

3. Grade books and class rosters;

4. Duplicates and multiple copies of publications and course materials;

5. Typescripts, drafts, and galleys of publications and speeches unless the final publication or presentation is unavailable;

6. Books, research papers, journal articles, and reprints written by other persons (unless its significance will be lost if destroyed);

7. Research notes and data if a summary of the data is available and transferred; bibliographic notes and notes on reading (unless its significance will be lost if destroyed);

8. Artifacts and memorabilia: Material of significance and approved by the Archivist will be considered; and, in manageable physical size and condition