{"id":22705,"date":"2019-08-01T16:25:56","date_gmt":"2019-08-01T23:25:56","guid":{"rendered":"http:\/\/policies.wsu.edu\/prf\/?page_id=22705"},"modified":"2025-11-07T15:47:47","modified_gmt":"2025-11-07T23:47:47","slug":"bppm-90-02","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-02\/","title":{"rendered":"90.02 Archival Services"},"content":{"rendered":"\n<h1 class=\"wp-block-heading wsu-font-size--xxmedium\">University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">Archival Services<\/h2>\n\n\n<div class=\"wsu-row wsu-row--single\" >\r\n    \n<div class=\"wsu-column\"  style=\"\">\r\n\t\n\n<p><strong>UPPM&nbsp;90.02<\/strong><\/p>\n<p><strong>For more information contact:<\/strong><br>&nbsp; &nbsp;Manuscripts, Archives, and Special Collections <br>&nbsp; &nbsp;<a href=\"tel:509-335-6691\">509-335-6691<\/a><\/p>\n<hr>\n<h3>Archival Function<\/h3>\n<p>University Archives collects, organizes, and preserves records and files which have potential administrative, legal, and historical research value.<\/p>\n<p>University Archives is part of the WSU Library system in the Division of Manuscripts, Archives, and Special Collections. University Archives is located in Terrell Library; mail code 5610. Researchers have controlled access to the archives collections.<\/p>\n<h4>Pre-Archival<\/h4>\n<p>The archives staff assess and designate records for potential archival value.<\/p>\n<p>Administrative units transfer records and files to University Archives based on the unit&#8217;s records retention schedule (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">UPPM&nbsp;90.01<\/a>).<\/p>\n<p>Archives staff assist in transferring records or personal papers to Terrell Library; mail code 5610.<\/p>\n<h4>Archival and Post-Archival<\/h4>\n<p>The University Archivist administers the archives in accordance with the Washington State Public Records Law. (<a href=\"http:\/\/apps.leg.wa.gov\/RCW\/default.aspx?cite=42.56\">RCW 42.56<\/a>) The archives staff perform the following services:<\/p>\n<ul>\n<li>Assign a unique accession number to each installment of records transferred.<\/li>\n<li>Organize the material, undertake appropriate preservation procedures, and prepare an inventory of the material transferred.<\/li>\n<li>Provide the records coordinator in the office of origin with a copy of the inventory.<\/li>\n<li>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.<\/li>\n<li>Provide controlled access and reference both to the campus and to the public.<\/li>\n<\/ul>\n<h3>Potential Archival Records<\/h3>\n<p>Records having potential archival value are those which document past decisions, decision making, and legal precedent, as well as those documenting the University&#8217;s history, development, and general achievements.<\/p>\n<h4>University Records and Files<\/h4>\n<p>Examples of University records and files include the following:<\/p>\n<ul>\n<li>Correspondence documenting basic University operation such as planning, policy, decision making, or interdepartmental relations.<\/li>\n<li>Campus correspondence documenting relationships with non-University agencies and individuals.<\/li>\n<li>Annual reports.<\/li>\n<li>Organizational information such as organization charts and delegation of responsibility.<\/li>\n<li>Documentation of departmental development.<\/li>\n<li>Committee records, minutes, agendas, reports, position papers, recommendations, and related correspondence.<\/li>\n<li>Subject files concerning single issues or special programs.<\/li>\n<li>Documentation of conferences, conventions, institutes, and symposiums held on the University campus or in conjunction with University units.<\/li>\n<li>Grant proposals and final reports.<\/li>\n<li>Certain records that document compliance with laws and rules.<\/li>\n<li>Departmental publications such as newsletters and brochures.<\/li>\n<li>Audio and video recordings documenting University activities.<\/li>\n<li>Photographs of personnel and facilities.<\/li>\n<\/ul>\n<h5>Scanned Archival Records<\/h5>\n<p>A department may image records (e.g., scan) designated as &#8220;Archival.&#8221; (The Archival designation is noted in the <strong>Remarks<\/strong> column of the applicable records series on the retention schedule. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">UPPM&nbsp;90.01<\/a>.)<\/p>\n<p>The department may retain the images as original records only if the scanning system used produces images that meet the state imaging quality minimum requirements. (See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-21\/\">UPPM&nbsp;90.21<\/a>.)<\/p>\n<p>The department must send scanned Archival paper records <em>and<\/em> a copy of the images to University Archives after scanning. The department must then destroy the imaged records at the end of the retention period.<\/p>\n<h4>Personal and Professional Papers<\/h4>\n<p>Manuscripts, Archives, and Special Collections also collects, organizes, and preserves the personal and professional papers of faculty and administrators.<\/p>\n<p style=\"font-size: .8rem\">_______________________<br><strong>Revisions:<\/strong>&nbsp; Aug. 2019 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-534\/\">534<\/a>); May 2015 (Rev. 449);&nbsp; Jan. 2001 (Rev. 176);&nbsp; Mar. 1989 &#8211; new policy (Rev. 75).<\/p>\n\n<\/div>\r\n\n<\/div>","protected":false},"excerpt":{"rendered":"<p>University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual) Archival Services<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22705"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=22705"}],"version-history":[{"count":21,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22705\/revisions"}],"predecessor-version":[{"id":68828,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22705\/revisions\/68828"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=22705"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=22705"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=22705"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}