Donating Material
The purpose of the Regis College Archives and Special Collections is to collect, preserve, protect, organize, describe, and provide access to records of permanent and enduring historical, legal, or administrative value related to the history and mission of the institution. The Archives also collects papers and records of individuals and organizations not directly affiliated with Regis, provided their subject matter complements the already established manuscript collections currently housed within the Archives.
Materials Accepted
- Regis institutional records of permanent value.
- Personal papers of individuals and organizations whose subject matter complements the already established manuscript collections currently housed within the Archives.
Formats: Including, but not limited to, paper documents, photographs, slides, sound recordings, video recordings, and electronic files.
Materials Refused
The following material should not be donated without prior consultation with the University Archivist:
- Active records: records still in use or regularly referred to by the department, individual, or organization
- Published material: copies of widely available books, newspapers, articles, journals, and magazines
- Multiple copies: only two copies of a document, preferably those that are original and/or heavily annotated, should be donated
- Photocopies
- Blank stationary and office supplies
- Furniture
- Financial records: receipts, checkbooks, cancelled checks, and statements. Note: summary financial data in the form of final budget statements or annual financial reports are subject to Regis Records Retention Schedule. As such, contact the University Archivist regarding their transfer.
- Artifacts and memorabilia: generally not collected. Exceptions can be made after consulting with the University Archivist.
Deaccessioning Practices
Deaccessioning refers to the permanent removal of materials from archival holdings. It is a routine practice of good collection management and allows for the removal of material that is out of the scope of this Collection Development Policy.
Although no material with significant research value will be deaccessioned without careful consideration, Regis Archives and Special Collections reserves the right to deaccession materials on the following grounds:
- Material is out of scope of this Collection Development Policy, i.e. the material does not satisfy the Materials Accepted standards noted above.
- Material is duplicated or exists at another repository.
- Material is badly decomposed and beyond repair.
- Material has unreasonable imposed restrictions.
- Material is in an outdated format and format transfer is not physically or financially possible.
Disposition of Deaccessioned Materials
Once material is deaccessioned, a reasonable attempt will be made to return the material to the donor. Should the donor decline the return of the material, the following actions may be taken:
- Material will be transferred to another university or institution.
- Material will be offered for public sale. Any proceeds from such sale will be used solely to preserve and further develop the Regis Archives and Special Collections.
- Material will be destroyed.
The University Archivist will determine the method of disposition in consultation with university administration and legal counsel.
This Collection Development Policy is subject to periodic review and may be changed at any time without notice.