Making a Donation
Gifts and donations to the Archives are always welcome.
However, the Dominican University Archives will not appraise the value of donated materials and we do reserve the right to determine whether donated materials will be accessioned into the collection. Accessioning items into our collection is dependent on how well the materials adhere to our Collections Policy.
If applicable, the Archives will provide a copy of a signed deed of gift.
Depending on the size of the gift or donation, a Vice President, the President, or other University staff may become involved in the acceptance of gifts or donations.
Please review our Collections Policy below. If you have any questions or concerns regarding your gift or donation, please contact the Archives for clarification.
If you are another Dominican University of California office and you wish to transfer materials to the Archives, please follow these guidelines:
The Archivist will then survey the materials for accession and decide, based on our collection policy, if they can be accessioned into our collection or not. Once materials have been accessioned, administrative custody of the materials will be transferred to the Archives. An appointment will then need to be made to access these materials.
Please review our Collections Policy below. If you have any questions or concerns regarding transferring materials, please contact the Archives for clarification.
Statement of Purpose
The Dominican University of California (the University) Archives exists to identify, preserve, and make accessible historically significant records in a variety of formats that reflect the unique culture of the University and support administration, teaching, research, and service. Its scope includes records created or received by the University, its faculty, staff, alumni, students, and administration. Collection areas are outlined below. Access to records for research purposes is at the discretion of the University and the Archivist, according to the Archives Access Policy.
The University Archives collects records related to the history and culture of Dominican University of California that have long-term, indefinite administrative, legal, fiscal or historical value.
These types of records include:
Campus Office Records
Records that the Archives will consider for accession from campus offices include, in many formats:
Records that the Archives will consider for accession from faculty include:
The University Archives is responsible for:
The University Archives is not responsible for:
The University Archives generally acquires:
The University Archives generally does not acquire:
University records are the property of the University and not of the administrators, faculty members, or staff who create them or to whom they are entrusted. University records should not be destroyed or otherwise disposed of except in accordance with procedures and schedules established by the University records management program.
The University Archives follows certain criteria when appraising potential acquisitions. This criteria includes:
Periodic reappraisal of records is a necessary part of collection development and allows for the identification of materials that would no longer be acquired today or appropriate to the University Archives’ mission to preserve and make available its resources to Dominican University students, faculty, scholars, and the general public. This is called deaccessioning and is considered for records that meet one or more of the following conditions:
Deaccessioned records may be transferred to other repositories, returned to donors, offered for public sale, or destroyed. Materials will not be given or sold to Dominican University employees, trustees, or their immediate families. All proceeds from sale of materials will be used to support the preservation or development of the University Archives.
This collection policy is a working document and subject to evaluation and revision according to program growth and evolution. Otherwise, this collection policy shall be reviewed by the University Archivist at the end of the fiscal year every two to three years.
Maher, W. J. (1992). The management of college and university archives. Chicago; Metchuen, N.J: Society of American Archivists; Scarecrow Press.
Oliva, M. L., Association of Records Managers and Administrators, & Society of American Archivists. (2002). Sample forms for archival and records management programs. Lenexa, Kan; Chicago, Ill: ARMA International; Society of American Archivists
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