Archives Collection
Development Policy
Part 3
Description of Collections
A. Official Records, Papers and Publications of Radford University
1. General Description: The official records encompass those records or papers generated or received by the various administrative offices of Radford University in the conduct of University business which are preserved for their enduring value. These records include among many different forms, correspondence, reports, and financial records. The University Archives also collects all publications, newsletters, or booklets including catalogs, special bulletins, yearbooks, student newspapers, directories, and faculty/staff rosters, faculty and administrative newsletters and publications, alumni publications, and ephemeral material. Audiovisual records documenting the development of the University such as photographs, negatives, slides, motion picture film, oral history interviews, audio and video tape, discs, and recordings are solicited as well as dissertations and theses. Maps, prints, and drawings documenting the physical growth and development of the University are also important to the collection. The Archives also retains artifacts related to the history of Radford University.
2. Specific Description:
a. Board of Visitors--Minutes, reports, and other supplementary material submitted to the Board of Visitors and previous oversight bodies (Record Group 1);
b. Office of the President--Records of the President’s office including official correspondence, presidential speeches, administrative subject files, commencement programs, reports of the President’s Office and the entities listed in Appendix 1 of this policy under "Administrative Units and Committees reporting to the President" (Record Group 2);
c. Vice President for Academic Affairs--Correspondence, subject files, annual reports, and other reports of the Vice President for Academic Affairs and the entities listed in Appendix 1 of this policy under "Administrative Units and Committees Reporting to the Vice President for Academic Affairs" (Record Group 3);
d. Vice President for Student Affairs--Correspondence, subject files, annual reports, and other reports of the Vice President for Student Affairs and the entities listed in Appendix 1 of this policy under "Administrative Units and Committees Reporting to the Vice President for Student Affairs" (Record Group 4)
e. Vice President for Business Affairs--Correspondence, subject files, annual reports, and other reports of the Vice President for Business Affairs and the entities listed in Appendix 1 of this policy under "Administrative Units and Committees Reporting to the Vice President for Business Affairs" (Record Group 5);
f. Vice President for University Advancement--Correspondence, subject files, annual reports, and other reports of the Vice President for University Advancement and the entities listed in Appendix 1 of this policy under "Administrative Units and Committees Reporting to the Vice President for University Advancement" (Record Group 6);
g. Senates--Reports and minutes of the Student Government Association, Faculty Senate, Administrative Senate, and Staff Senate and their predecessors; (Record Group 7);
h. Accreditation reports and supporting documentation (Record Group 3);
i. Annual budget and audit reports of the University (Record Group 5);
j. Records of the Registrar, including timetables and class schedules, graduation rosters, and other reports issued on a regular basis with the exception of those records which are restricted under the Virginia Freedom of Information Act.
k. Alumni records, including minutes, correspondence, and reports of the Alumni Association
l. All publications, newsletters, or booklets distributed in the name of Radford University; including catalogs, special bulletins, yearbooks, student newspapers, university directories and faculty/staff rosters, faculty and university newsletters, unit and departmental newsletters, alumni publications and ephemeral materials
m. Photographic prints; negative slides, audio and video film, tapes, and reels; oral history interviews, optical and compact discs; and electronic records documenting development of the university
n. Maps, prints, and architectural drawings documenting physical changes and university development
o. Reports of research projects, including grant records
B. Professional Papers of Radford University Faculty
1. Collection rationale: As an important part of its mission of documenting the
internal life of the Radford University community and placing it in a broader societal
context, the Archives actively seeks to acquire, organize, and make available the
professional papers of the Radford University faculty. The rationale for this is
that faculty papers offer insight into the history and operation of the University that
otherwise may be lost by relying only on official administrative records. They
reveal professional interests and opinions that frequently clarify matters mentioned in
the official records of the University administration. Faculty papers document the
academic life of the University and relate a faculty member's academic career to his or
her total interests, thereby constituting an important record.
2. Criteria for selection: The available storage space and staff of the Archives
place limitations on the extent of collecting faculty papers. While attempting to
acquire a broad range of professional papers, the Archives must be selective. The
following criteria are applied when evaluating and soliciting professional papers from the
faculty:
a. National or international reputation in one's academic field
b. Record of one's service with Radford University and contribution to its growth and development
c. Service and contribution in community, state, and national affairs
3. Types of documentation: The following types of documentation reflect and illuminate the careers of Radford University faculty and are sought by the Archives:
a. Correspondence--official and professional
b. Records relating to service outside the University including community, state, and national service
c. Biographical material--biographical sketches, resumes, bibliographies, chronologies, genealogies, newspaper clippings, and personal memoirs
d. Photographs and graphic materials
e. Audiotape or videotape recordings of lectures, speeches, and discussions
f. Class lecture notes and syllabi
g. Research files
h. Departmental or committee minutes and records
i. Drafts and manuscripts of articles and books written
j. Diaries, notebooks, appointment calendars, and memorabilia
4. Availability of Faculty Records: The Radford University Archives is committed to preserving selected faculty papers and to making them available for research as soon as possible. At the same time, it has a certain obligation to guard against invasion of privacy and to protect the confidentiality of its records in accordance with the law. Therefore, every private donor has the right to impose reasonable restrictions upon his or her papers to protect confidentiality for a reasonable period of time as determined by mutual agreement between the donor and the Radford University Archivist. Restrictions on access are for a fixed term and are determined at the time of donation. The Archives does not accept agreements that restrict access to material for the lifetime of any person or persons or agreements that are difficult or impossible to administer. It encourages minimal access restrictions consistent with the legal rights of all concerned.
C. Other Materials
The Archives will solicit and collect records and papers which are
neither official university records nor faculty papers, but which relate to the history of
Radford University or the geographic area of which Radford University is a part.
Examples include: