What College Records to Transfer
Broadly stated, the Archives accepts records documenting Austin Community College activities, functions, decisions, and/or policies and programs (both adopted and rejected), provided the records are not in active use by the office creating them. Desirable records include, but are not limited to:
- Constitutions and by-laws, minutes and proceedings, and reports of College Boards, committees or task forces;
- Correspondence, subject, and speech files of key administrators;
- Academic program materials including internal evaluations, curriculum changes, and proposals for new programs;
- Policy development files relating to the creation and revision of policies and procedures, handbooks, regulations, etc.;
- Audio and visual materials including official or promotional photographs, films, sound and video recordings;
- Printed matter including student publications and publicity material;
- Records of official events including conferences and seminars, visits by dignitaries, and building dedications;
- Reports of external bodies about College operations, including accreditation material;
- Records of student organizations;
- Summary financial records;
- Artifacts and memorabilia: only in the case of great importance to the history of the College and manageable in physical size and condition.
- Publications: publications in which the College is described or mentioned or which provide background for the history of the College.
- Materials collected by people or organizations not connected with the university but which document the intellectual, cultural, administrative, and social life of Austin Community College.
What we don’t collect
Below are the areas and resources that we do not collect. Materials we do not accept generally fall into three broad categories: materials better suited to other repositories, short-term or active records, and materials duplicative of our current holdings. On occasion, there may be types of electronic records or born digital content that we are unable to accept. Please consult with the Institutional Archive Specialist prior to donating. Contact us for more information at [email protected] or 512-223-1142.
- Non-college state records.
- Local history collections.
- Rare books.
- Student files such as: transcripts, registration records, grades, degrees earned, etc.
- Personnel files of employees.
- Raw electronic big research data.
- State records that have not yet met their disposition according to their approved records schedule for short term and/or inactive storage.
- More than three duplicate copies of most serial publications and other items (determined on a case by case basis).
- Human and animal remains.
- Plaques, awards, and trophies not of great importance to the College and/or are not manageable in physical size and condition.
- Materials from minors without explicit written consent from a parent and/or legal guardian.
- Materials exhibiting mold or exposure to rodents/pests.
- Severely damaged or extremely fragile items.
- Material unrelated to the College outside of our collecting areas.
- Materials to which access is restricted in perpetuity or for a period of time deemed by the Director of Institutional Records and the Institutional Archive Specialist to be beyond a reasonable limitation.
- Personal effects collected during the course of an employee’s employment at the College (i.e. writing instruments, personal calendars, handwritten notes, etc.).