Collection Development Policy
The mission of the University Archives is to collect, manage, and preserve University records of enduring value and make them available for use by the Concordia University Irvine community.
Scope of Materials
- Records Management
The University Archives currently collects official records from Concordia University offices, schools, departments and organizations.
- Christ College and Concordia University History and Culture
The University Archives is a repository for artifacts, audio visual materials, memorabilia, newspaper clippings, photographs, and other media of permanent historical value relating to the history and culture of the school.
Types of Materials Collected
- Minutes, reports, surveys, studies, and proposals of the Board of Regents and Trustees (Restricted Access)
- Papers of the President, Provost, Dean’s offices and the departments within these offices including statements of policy, reports, correspondence, memoranda, committee minutes, publicity materials, and planning documents (Restricted Access)
- Records from other administrative and academic offices: correspondence, annual reports, accreditation reports, minutes of school and department meetings, selected (and significant) minutes and reports from committees, policy and procedure statements, and planning documents (Restricted Access)
- University wide financial records including budgets and financial reports (Restricted Access)
- Advancement and alumni records including press releases, biographies, newspaper clippings, and promotional materials
- Course evaluation and syllabi
- Biography files for faculty, administrators, staff, alumni, and members of the Board of Regents
- Records of student affairs and organizations, including minutes, brochures, and flyers
- All University publications and printed materials - catalogs, handbooks, magazines, brochures, recruitment materials, invitations, posters, yearbooks, newsletters, directories, rosters and programs for athletic, artistic, musical events, lectures, alumni, and other events
- Photographs, albums, negatives, slides, audio and video film, tapes, oral history interviews, and compact discs documenting the development of the University
- Maps, prints and architectural drawings documenting the physical changes of the University
- Artifacts and memorabilia relating to the history and culture of the University, especially those with the name or seal of Christ College Irvine or Concordia University (as space permits)
Formats: Archival records may be in a wide variety of formats including electric or digital formats.
Notes: Items marked “restricted access” in some cases cannot be consulted without the permission of the person or office from which the items came.
Guidelines for Transferring Records to Archives
The University Archives acquires its holdings from university departments, faculty, staff, students and alumni. The University Archives encourages members of the CUI community to play an active role in preserving the institution’s history by transferring to the Archives records of permanent historical value or by donating personal papers reflective of one’s tenure with the university. How to transfer materials?
- In evaluating individual items for Archives, one might ask the question: Would the item in question provide potentially useful information on the history, development or organization of Concordia University? If the answer is “yes,” please consider sending the items to Archives. If you are uncertain, please ask.
- Completion and submission of a Records Transfer Form can help the library determine how records can best be integrated into the collection. You can find this form on the University Archives link on the library website. It is not necessary to complete this form, but helpful.
- When materials are ready for transfer, the individual or department will bring the materials to the library or request a pickup by the library staff.
- The University Archives will have the right to display, preserve and where necessary deaccession the material.
The University Archives benefits from the generosity of alumni, faculty, and friends whose gifts enhance the quality and scope of the collection. While gifts may provide valuable additions to the collection, the University Archives do not accept every item offered. Although gifts and donations are "free," they entail substantial cost in processing and maintenance over the years. What gifts do we accept or not accept?
- Material will only be added to the collection if it supports the University Archive’s mission statement, being a record of enduring historical value, and falls within the scope of materials collected.
- Material that is damaged or in poor condition will not be accepted.
- Material that duplicates materials already owned by the Archives will not be accepted, unless it is deemed that additional copies of the title are needed.
- Material that carries restrictions and requires considerable restoration or unique storage will not be accepted.
Once donated, the Archives become the official owner of the material. The University Archives reserves the right to make decisions about the retention, access to and disposition of all gifts. If the donor desires an appraisal, it is the donor’s responsibility to estimate values or employ the services of an independent consultant before donating the materials.