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Madonna University Archives: Materials Sought

Information on collection management for Madonna University's Archives.


The Madonna University Archives collects the following materials:

  • Records of Institutional Standing Committees, Faculty Standing Committees, ad-hoc and other committees or organizations relating to the University as a whole. This may include minutes, supporting documentation and other related material.
  • Records of departments to support activities and actions, such as the vision, minutes, special reports, project planning notes, organizational charts, etc.
  • Reports of accreditation and self-studies.
  • Magazines, newsletters, yearbooks, student newspapers, directories, etc. that are publications about or distributed in the name of the institution.
  • Records of discontinued programs/degrees/certifications.
  • Transcripts of speeches/presentations for special events, such as commencement, Baccalaureate mass, lecture series, convocation, anniversaries, etc. This includes PowerPoint presentations and other such materials.
  • Office Files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities, and functions.
  • Historical Files documenting policies, decisions, committee and task force reports, questionnaires.
  • Personal papers of students, faculty and staff that relate to the work of the University.

Materials should be transferred to the University Archivist in the order in which they were created and maintained in the campus office. A letter briefly identifying the material and describing the activity to which it relates should accompany the transfer.

  • Films/videos/audio tapes without identifying labels, names, event, location or dates.
  • Financial records of specific financial transactions.
  • Mundane documents such as drafts, routine letters of transmittal and acknowledgment.
  • Non-personally addressed correspondence such as “Deans and Directors” memoranda (except for one record copy from the issuing officer);
  • Replies to questionnaires if the results are recorded and preserved either in the Archives or in a published report.
  • Photographs with no identifying information.
  • Personnel or human resource files.
  • Syllabi

University documents and materials that can be discarded directly by the Campus Office:

  • All blank forms and unused printed or duplicated materials;
  • All other duplicate material; keep only the original copy and annotated copies;
  • Papers, reports, working papers, and drafts that have been published.