Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

---

Archival Services

University Archives collects, organizes, and preserves records and files which have potential administrative, legal, and historical research value.

WSU Archives is part of the WSU Library system in the Division of Manuscripts, Archives, and Special Collections. WSU archives are in Holland and Terrell Library; mail code 5610.

Researchers have controlled access to the archives collections.

The archives staff assess and designate records for potential archival value.

Administrative units transfer records and files to the University Archives based on the unit's Records Retention Schedule. Refer to 90.01.

Archives staff assist in transferring records or personal papers to Holland and Terrell Library; mail code 5610.

The University Archivist administers the archives in accordance with the Washington State Public Records Law. (RCW 42.56)

The Archives staff perform the following services:

• Assign a unique accession number to each installment of records transferred.


• Organize the material, undertake appropriate preservation procedures, and prepare an inventory of the material transferred.


• Provide the records coordinator in the office of origin with a copy of the inventory.


• Provide a new inventory whenever further processing, resulting from the integration of multiple accessions from the same office, renders previously compiled inventories unwieldy or obsolete.


• Provide controlled access and reference both to the campus and to the public.

Records having potential archival value are those which document past decision, decision making, and legal precedent, as well as those documenting the University's history, development, and general achievements. Examples include:

External correspondence documenting basic University operation such as planning, policy, decision making, or interdepartmental relations.

Campus correspondence documenting relationships with non-University agencies and individuals.

Annual reports.

Organizational information such as organization charts and delegation of responsibility.

Documentation of departmental development.

Committee records, minutes, agenda, reports, position papers, recommendations, and related correspondence.

Subject files, concerning single issues or special programs.

Documentation of conferences, conventions, institutes, and symposiums held on the University campus or in conjunction with University units.

Grant proposals and final reports.

Certain records that document compliance with laws and rules.

Departmental publications such as newsletters and brochures.

Tape recordings, films, and videotapes documenting University activities.

Photographs of personnel and facilities.

Manuscripts, Archives, and Special Collections also collect, organize, and preserve the personal and professional papers of faculty and administrators.