What to Send to the University Archives
What Not to Send to the University Archives
Sending Material to the University Archives
Material should be transferred to the University Archives in the order in which it was maintained by its creator. It is generally not necessary for collections to be “organized” by creators before they are transferred to the University Archives as the original order of a collection can also be of interest to future researchers. A letter identifying the material and describing the activity to which they relate should accompany large transfers. Small amounts of material may be sent via campus mail with a note of transmittal. University Archives staff are available to retrieve more significant amounts of material (usually 1 box or more).
All offices and departments with a move in their future are encouraged to contact the University Archives for assistance in move preparations as pertains to transferring permanent records to the University Archives and/or destroying non-permanent records. The University Archives can provide training sessions, visit unit meetings for brief question and answer sessions, and/or provide one-on-one assistance to offices as staffing allows. Contact University Archives (757-221-3090) to discuss your records in preparation for your upcoming move.
Personal Papers for the University Archives
In addition to official records created in the daytoday work of the College, the University Archives in the Special Collections Research Center (SCRC) also collects information and materials by and about individuals who have been associated with William & Mary. Please review the University Archives Collection Policy for more information on what we collect.
A Note on Formats
All information formats (e.g., published, typescript, audiovisual, and electronic data, such as computer disks and files) are appropriate for consideration for transfer. For documents in formats requiring any form of machine intervention, such as videotapes, kinescopes, and all computer files, consideration should be given to transferring the equipment needed to access the documents or, preferably, converting the documents to a format accessible to the SCRC's users. Early consultation with SCRC staff is strongly encouraged for all such materials. Currently, William & Mary does not have comprehensive guidelines and best practices for preserving and maintaining access to email and other electronic records. Files may be retained in electronic or hard copy formats. As always, be sure to backup your files on a server or on portable media.
Due to federal and state privacy laws, student records, personnel records, medical records, or other records or research material containing personally identifiable information require special handling and may be restricted. In general, the University Archives does not retain such materials in personal papers. Such records should be segregated from other records, retained securely, and destroyed confidentially. Consult archivists in Special Collections for further information.