Created: 7/1/2007

By Déirdre Joyce, University Archivist and Special Collections Librarian

Introduction

The following policies apply to the University Archives and Department of Special Collections (UASC) at The University of Texas at Tyler. Part I contains policies relating to just the University Archives, Part II outlines policies of the department of Special Collections, and Part III encompasses usage and access policies that apply to both collection types. Aspects of this policy are iterated throughout the UASC site.

The University Archivist and Special Collections Librarian endorses all policies, priorities, strategies and practices at the University Archives and Department of Special Collections in accordance with the mission and scope of the UASC. The University Archivist and Special Collections Librarian reports to the Director of the Robert R. Muntz Library through whom approval of all policies and procedures must be passed.

Part I –University Archives

Collection Scope and Review of Policy

The University of Texas at Tyler is committed to managing its records including its Archives as outlined in the Records Retention Policy 2007-2010 and its University Records Management Policy.

The University Archives and Department of Special Collections is the official repository for those records of enduring value that are created by the University of Texas at Tyler. Included herein are not only administrative records, but documentation pertaining to student organizations and departmental activities. Faculty, university affiliates and university alumni are welcome to donate materials which will be accessioned through Special Collections. (See Part II)

The University Archives, which date from 1973 to the present day, currently comprise the institutional archives of the University. As the University Archives grows and develops, the collecting scope will be rounded out to meet a functional approach to archival management, and will focus on collecting – in addition to institutional materials – those materials relating to aspects of student life and faculty development and research. See the “Acquisition Policy” (below) for more details. This policy statement shall be revisited and reaffirmed on an annual basis.

"Record" means any kind of recorded information, regardless of the physical form or characteristics, and without restricting the generality of the foregoing, includes correspondence, files, registers, indexes, bound volumes, maps, plans, drawings, diagrams, photographs, films, paintings, pictorial and graphic works, microforms, sound recordings, video tapes and machine readable records received or created, or deposited, on file and held by any organization or person, public or private.

Books/published materials and artifacts are generally not acquired by the Archives unless there are special or compelling reasons for them to accompany acquired archival records. Books and artifacts may, however, be accessioned through the Special Collections function of the department.

Management of the Archive

A qualified archivist will be responsible for the arrangement and preservation of the Archives according to archival principles to preserve their evidential value and allow them to be easily accessible for consultation.

In particular, standards that will be adhered to include The International Standard of Archival Description (General) (ISAD (G), Encoded Archival Description (EAD), and Describing Archives: A Content Standard (DACS).

Acquisition Policy

The University Archive seeks to collect records to support teaching, learning and research in The University of Texas at Tyler and the wider community including:

• records that document the policies and activities of the administration and the office of the president;
• records that document the policies and activities of the university faculty (including records of the faculty senate);
• records that document student life;
• records that document the development of the University in teaching and research;
• records that relate to the University's role within the local community;
• any additional records included in the University’s official Records Retention Policy that are slated for archival disposition;
• any additional records found to be relevant through periodic completion of an institutional records survey. Such records may be added to the collecting scope at the discretion of the University Archivist and will be documented accordingly.

All types of media including paper, photographs, electronic records and sound records by internal transfer, gift or purchase of permanent value created by the University will be collected.

Every effort will be made to avoid conflict and duplication with the collecting policies of other archive repositories but will house records of an educational nature of historical interest for which no other suitable home can be found, and which is in danger of neglect or destruction.

Records Survey

The University Archivist will periodically conduct a records survey of the University Archives. This survey will assess university records in accordance with a functional approach

Part II – Department of Special Collections

Collection Scope

The Special Collections at The University of Texas at Tyler’s Robert R. Muntz Library refers to all materials contained within the University Archives and Department of Special Collections that are not included in the scope of the University Archives. These include the Library’s manuscript and artifactual collections, as well as bibliographic materials of both intrinsic value and local significance.

Manuscripts

Although the literal meaning of manuscript is “handwritten,” the Department of Special Collection's manuscript collections cover all kinds of unpublished written records and many contain published and pictorial records as well. The kinds of records are extremely diverse: letters, diaries, notebooks, speeches, lectures, drafts of books and articles, research or reference files, cutting books, photographs, drawings, minute books, agenda papers, logbooks, financial records, maps and plans.

Repository holdings include (but are not limited to) the Sarah McClendon Papers, the Harold McMillan Papers, the Billy Williamson Papers, and the William Steger Papers.

Artifacts

The term “artifact” often distinguishes man-made items from natural specimens. Even though documents and other two-dimensional materials are artifacts because of their physical nature, 'artifact' is often used to distinguish three-dimensional materials from two-dimensional materials. Artifacts may be preserved as records, documenting a design or function. For example, throughout the 19th century the United States Patent Office required models of inventions as part of the patent record. In addition, many archival record groups and manuscript collections contain artifacts among other more traditional visual and textual material, such as a campaign button filed with the flyer documenting the political rally at which it was acquired.

Local Significance

The Department of Archives and Special Collections aims to develop its local history collections; these resources will be significant assets in the study and teaching of the cultural heritage of the surrounding area. The focus of Special Collections is on the history of Tyler and Smith County and, as appropriate, spreading out to include the region of Northeast Texas. The Special Collections reserves the right to collect unique items of broader cultural or historical significance on a case-by-case basis. As Special Collections becomes a meaningful vehicle for research and interactions with the local community, it will be a source of pride for the Library and the University.

Acquisition Policy

The University Archives and Department of Special Collections may acquire by gift, bequest, loan, trade or purchase any record, regardless of physical form or characteristic, which has any bearing on the history of Tyler, Smith County, and the region of East Texas through negotiation with the persons giving, bequesting, lending or selling the records.

In certain cases, Special Collections may also collect books and artifacts deemed “rare” in cases of gifts or bequests.

Limitations on Scope

Notwithstanding intrinsic or informational values of special collections materials, acquisition of such items will take account of the authorized acquisition mandates of other archival institutions and special collections repositories, resources required to make the material available for research purposes in a reasonable period of time, the extent and terms of any restrictions, the legal rights of the donor to place the records in the University Special Collections, their relationship to the strengths and weaknesses in the existing holdings, the availability of appropriate storage facilities and the physical condition of the records in relation to the probability of being able to conserve them for a reasonable period of time.

Broad year-by-year acquisition priorities will be articulated in the UASC’s Goals and Objectives.

Lt. Gov. Bill Ratliff Collection

The University Archives and Department of Special Collections received on deposit the records of former Lieutenant Governor of Texas, Bill Ratliff. In a custody agreement with the Texas State Library and Archives Commission, all official records deemed to have permanent value will be processed and made available for public use by the University Archives at the University of Texas at Tyler.

The private papers (including books and artifacts) received from Mr. Ratliff are accessioned through the Special Collections function of the department. These include any and all materials not related to the legislative or executive duties carried out by Mr. Ratliff’s respective senate or lieutenant governor’s offices.

Records having a bearing on the history of the Lieutenant Governor Ratliff or the First Senate District of Texas during the period of Mr. Ratliff’s service may also be acquired from private sources by gift, bequest, loan, trade or purchase. Acquisition from these sources will be approved by the University Archivist and Special Collections Llibrarian and accessioned through the Department of Special Collections.

Part III – General access, usage, and management policies and descriptions for the University Archives and Department of Special Collections

Metadata Policy

Materials in the University Archives and Department of Special Collections shall be cataloged in the university’s online public access catalog, conforming to standards laid out by DACS, DCRB, and AACR2(r) and at the discretion of the University Archivist and Special Collections Librarian.

Manuscript/archival materials requiring a finding aid shall be organized according to DACS standards and translated into an EAD format as is feasible. The University Archivist and Special Collections Librarian shall make decisions regarding the feasibility of such translations on a case-by-case basis.

Exhibits Policy

The UASC may exhibit items from its collections both on and off campus on a periodic basis, and seeks to include items of an exhibitory nature in its collections. All exhibits should be archivally designed and secure.

Circulation/Loans Policy

Materials found in the UASC do not circulate. Those wishing to view these materials should make an appointment to ensure that there are staff available to assist them. Appointments may be made by calling 903.565.5748 or 903.566.7343 or by emailing the department.

Original material from the UASC will be loaned to other institutions/locations on the condition that the borrower takes full responsibility for the care of the item/s and covers the cost for transport, insurance and, if necessary, conservation of the item/s on loan. All loans are subject to the discretion of the University Archivist and Special Collections Librarian. Other institutions wishing to borrow materials will be asked to sign a memo of understanding with the University and must adhere to the requirements for loan stated on that form.

Conservation Policy

The primary responsibility of the University Archivist and Special Collections Librarian is to ensure the records are safe and protected against physical deterioration and damage.

As the University does not employ a professional conservator nor have the required facilities on-site, the advice and help of a professional conservator will be sought if and when necessary.

Reading Room Policy

Every researcher is responsible for assisting in the preservation of the documents deposited in the UASC. The following rules are intended to protect and preserve these materials to ensure that the information they contain is available for subsequent visitors.

The UASC will be available to staff and students of the University, academic scholars and members of the public.

Access to the University Archives and Department of Special Collections will be by appointment only, though UASC staff will make every effort to accommodate the needs of researchers when making such appointments.

University faculty, students, and staff will be required to present their UT-Tyler i.d. and sign in and out upon each use of the archives. Outside researchers and members of the general public will be required to present a photo i.d., fill out a registration card, and sign in and out upon each use of the archives. All users will be asked to sign an acknowledgement that they have read and understood the rules for access and use of archival materials.

Personal Belongings

Coats and rain gear must be checked with the reading room attendant. Any garment removed after entering the reading room must will be collected by the reading room attendant and placed with other checked materials. All briefcases, computer cases, camera bags, purses, fanny packs, parcels, personal books, notepads, etc. must be checked with the reading room attendant. All cell phones and beepers should be turned off at this time.

Use of Materials

Pencils only are permitted for taking handwritten notes. A pencil will be provided if the researcher does not have one. Researchers may use laptops that have been removed from their cases. Laptop cases may be checked with the reading room attendant.

Researchers must exercise every precaution to prevent damage to the materials. Materials must not be marked on, leaned on, folded anew, traced, or handled in any way likely to result in damage. Loose sheets and bound pages should be handled gently and by their edges to prevent soiling the surface of the paper.

Documents and volumes must lie flat on the table. They are not be placed in the lap or propped against the edge of the table.

Only one box may be used at the table at a time. No more than five volumes may be on a table at a time. Additional material may be kept on a book truck (if boxes or volumes) or at the attendant’s desk.

Only one folder may be removed from a box at a time.The existing order and arrangement of the materials must be maintained. If a mistake is discovered, please call it to the attention of a staff member. Researchers must not correct finding aids or re-arrange materials.

Materials to be copied will be indicated by enclosing pages to be copied between green START and red STOP markers. Files with material to be copied will be returned to their proper box location and the entire box taken to the reading room attendant’s desk.

Researchers examining photographs must use gloves provided for such use.

Restrictions

Persons under 15 years of age are not permitted to use the materials unless accompanied by an adult. One adult per juvenile researcher is required, and that person will be held responsible for the child's conduct in the reading room. Children under the age of 12 are not admitted to the reading room.

Smoking, eating, and drinking are prohibited in the reading room.

Loud talking and activities likely to disturb other researchers are prohibited in the reading room. The use of cell phones and beepers is not permitted.

Same day service copy requests are limited to 25 or fewer pages.

Publications

It is the responsibility of the researcher to secure permission to publish material from the UASC. The researcher assumes responsibility for conforming with the laws of libel and copyright. Neither the University Archivist nor any member of the UASC staff shall advise researchers on legal questions.

Researchers intending to cite UASC resources in publications should request a copy of the "University of Texas at Tyler Citation Form."

Security Policy

Access to archival materials is restricted to archival staff and the director of the library. Materials do not circulate and researches must limit their use of these materials to the reading room.

Conflict of Interest

Staff members working in the University Archives and Department of Special Collections and wishing to collect archival material that fall within the broad mandate of the UASC through trade or purchase for their own personal use, enjoyment, or profit require the written permission of the Library Director.

Deaccessioning

Any items designated for deaccessioning must strictly follow the deaccessioning procedure. All deaccessions must be approved by signature of the University Archivist and the Library Director and filed: one copy to the director and one copy in the archives.

Role of the University Archivist and Special Collections Librarian

The University Archivist and Special Collections Librarian reports to the Director of the Robert R. Muntz Library and is part of the library’s professional staff. The Director reports to the Provost.

The University Archivist and Special Collections Librarian is authorized, on behalf of the University and of the Robert R. Muntz Library, to solicit, acquire, accession, appraise, arrange, describe, deaccession and make available the materials (non-artifacts, primarily) of the UASC. Any record-creating or record-compiling office or department of the University shall transfer to the UASC for preservation, administration and access such records legally in that office's custody that no longer are needed for the transaction of the current business of that office. These records include but are not limited to those identified in the Records Retention Schedule and shall be transferred at a time that the University Archivist and Special Collections Librarian is willing and able to receive and take possession of them.

The general qualifications for the Archivist include an M.A. degree in history with archival training and/or a library science M.L.S. with emphasis on archives, and familiarity with EAD, DACS, the MARC format and regional and national catalog databases.

 

References

B. Davis Schwartz Memorial Library, Long Island University, “Collection Policy Statement of the B. Davis Schwartz Memorial Library,” http://www.liu.edu/cwis/cwp/library/acq/policy.htm#IVG

Peter Berg, Michigan State University Special Collections, “Divisional Collection Development Policy Statement,” http://www.lib.msu.edu/coll/main/spec_col/about/collpol.htm

Brunel University, “University Archives Policy,” http://www.brunel.ac.uk/about/administration/infoaccess/archives/archivepolicy

Richard Pearce-Moses, “A Glossary of Archival and Records Terminology,” http://www.archivists.org/glossary/index.asp.

Texas State Library and Archives Commission (TSLAC), “Guidelines for Researchers Using the Texas State Archives,” http://www.tsl.state.tx.us/arc/guidelines.html.