Feb 28, 2024  
DMACC Policies and Procedures 
    
DMACC Policies and Procedures
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ES4743 - Archive Collection Development


Procedure

Section: EDUCATIONAL SERVICES PROCEDURES

SubSection: LIBRARY SERVICES

Master List Section: Student Services

  1. Institutional Regulation

    The mission of the Des Moines Area Community College Archive is to serve as the final repository for the historical records of the College. The Archive promotes the use of primary resource materials that document the history, organization, policies, operations, activities, and goals of Des Moines Area Community College. The College Archive, housed in the Ankeny campus Library and overseen by the Director of Library Resources, is the official repository for selected inactive records of enduring value to the College and are collected, organized, preserved, and made available for research and reference use. The Archive contains non-current records of the College that have lasting administrative, legal, or historical value.
     
  2. Procedures

    The Archives collects the records of College administrative offices and academic departments. The Archives will not keep every documents, photograph, publication, etc. created by an office. Sound accessioning and appraisal decisions will help create a lean and meaningful record of Des Moines Area Community College.
     
    1. The Archive will collect inactive records (records no longer needed by their creator to conduct business) which document office/department purpose and core functions. Examples include but are not limited to:
      • Academic and Administrative o Administrative Offices (letters, proclamations, memos, charts, etc.)
        • Committee charge and reports/minutes
        • Operational documents (charts, reports, publications, newsletters, directories, maps, etc.)
        • Academic Programs (development, accreditation, events)
      • DMACC History, Campus Life, and Culture
        • Student newspapers, magazines, yearbooks
        • Selected materials documenting activities, and events of the College, Campuses, Center, Department, Programs
        • Photographs (identified) depicting DMACC activities, events, personnel, students o Artifacts (examples include three-dimensional objects such as uniforms, pins, t-shirts, flags, etc.), Memorabilia (examples include two-dimensional objects such as event programs and tickets, posters, etc.)
    2. The Archive may choose not to accept materials if:
      • Materials do not reflect the core purpose or function of the department (e.g. work orders, purchase orders, itineraries, etc.)
      • Materials require special, expensive, or antiquated equipment to access
      • Material condition is poor and/or requires costly preservation
      • Physical and/or electronic space cannot be accommodated
      • Materials having permanent restrictions on access
    3. Donations Donations of privately owned materials that demonstrates the experiences of the College community, are welcomed, provided that the Archive becomes sole owner and that the Archive incurs no obligation to retain the materials in perpetuity. The Archive follows the Best Practices and Guidelines of the Society of American Archivists.

Donor must complete the Archive Donor Agreement (available at www.dmacc.edu/library).

Adopted: April 16, 2019
Revised:
April 16, 2019

Approved for Catalog: Executive Vice President, College Operations



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