Southern Polytechnic State University
Policy and Procedure Manual
P&P Number:  340.01
Original Date: November 1987
Revised: April 2000

 
 
Archival Material for the Library
Contents The P&P includes the following main sections:
  • Background
  • Official Records
  • Unofficial Records
Background The Library is the repository of Southern Polytechnic State University archives. Archival materials include both official and unofficial records of the University. Where possible acid-free paper copies of the archival material should be provided. Audio/visual (slides, photos, recordings) and electronic/digital media in disk format will be accepted. The archives cannot guarantee availability of equipment for viewing material in non-paper formats. Persons responsible for generating or distributing official records must supply copies to the library. Where appropriate, two copies of the archival material should be provided.
Official Records The official records of the University include:
  • All official minutes of meetings of University committees, the faculty senate, faculty meetings, and meetings of other official bodies
  • Official records and annual reports of administrative departments.
  • All publications bearing a Southern Polytechnic imprint.
  • Student publications, including theses.
  • Faculty and staff publications.
  • Proceedings of conferences held on the Southern Polytechnic campus or sponsored by the University.
Unofficial Records The unofficial records documenting the history of the University are valuable additions to the archives. Persons with any of the following kinds of material are strongly encouraged to provide copies to the library.
  • Photographs of campus events, campus groups and buildings, and portraits of faculty and administrators.
  • Charters, membership rosters, and records of campus organizations.
  • Video and sound recordings of campus events or meetings, or transcripts of such recordings.
  • Commercially published information about Southern Polytechnic State University.
  • Commencement addresses, written or taped, and addresses or presentations by other speakers invited to campus.
  • Publications by alumni.