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Policy VI-5.10

UMGC Archives

Policy Category Policy No. & Title Policy Owner Version No. Effective Date Review Cycle Last Reviewed
VI Administration *UMGC Policy VI-5.10 UMGC Archives SVP & Chief Student Affairs Officer AVP, UMGC Library v.2 1-Sep-22 Every 5 years 10-Nov-94

 I.  Purpose and Mission

The goal of the UMGC Archives is to preserve the historical heritage of UMGC and its unique role in the development and evolution of continuing and adult education, and to make accessible these organizational sources of historical value. In accordance with USM Policy VI-5.10 Policy on Preservation of Items of Historical Interest, the UMGC Archives (“The Archives”) serves to collect, arrange, preserve, and make accessible UMGC records of permanent, historical, legal, and/or administrative value.

II.  Policy Statements

A.  Responsibility

The University Archivist is responsible for housing and making available the records of long-term historical value. The Archivist will conduct all activities necessary to accomplish the archives mission in accordance with the standards of archival practice and the Maryland State Archives standards for local archives designation (COMAR 14.18.03).

B.  Patrons

The Archives will serve all patrons. Materials housed in the archives may be used for a variety of research and/or informational purposes.

C.  Collection

The Archives WILL house the following types of materials: papers of key administrators, including official correspondence, directives, policies, procedures, reports, and annual reports -- institutional publications, including announcements, brochures, bulletins, catalogs, newsletters, proceedings, programs, schedule of classes, telephone directories, and yearbooks unit records, including departmental histories, organizational charts, programs, policies, procedures, reports, and special studies, faculty publications, oral histories, photographs, videotapes, and memorabilia.

The Archives WILL NOT house financial, student, or faculty records. Disposition of these records will be determined by record retention schedules established by UMGC's records manager and housed in other locations as deemed appropriate by the records manager.

For more information on the Collection Development Guidelines and a listing of the collection, visit the UMGC Archives page. The extent of the collection will depend upon fiscal, staff, and space considerations.

D.  Facility

The Archives are stored in a secure facility at UMGC in Adelphi, Maryland. Environmental controls, fire suppression technology, and security systems are provided and have generator backups, and security personnel to monitor the physical archives storage area. An area for researchers to view archives materials is available.

For more information about the UMGC Archives, including links to the collections and schedules, visit the University Archives page on the UMGC Library website.  

III.  Related Policy and Procedures

A.  USM Policy VI-5.10 Policy on Preservation of Items of Historical Interest

B.  UMGC Policy X-1.03 Policy on Records and Information Management

 *formerly Policy 240.50 UMGC Archives