Archive Mission and Policy
The Archives of Marian University serve to preserve the memory of the institution through the appraisal, selection, storage, and description of historical records related to the origin and evolution of Marian University. Housed in Cardinal Meyer Library, the Archives supply access to documents for reference and research purposes. Such documents are vital to sustaining the identity of the university and promoting knowledge and understanding of the development of the activities, academics, and traditions of the university. The Archives enrich and nourish the learning experience of the entire university community, and aim to increase awareness of the rich heritage of Marian University.
Constituencies served by the Archives:
- Faculty & Staff
- Board of Trustees
- Schools of Marian University
- Administrative Offices
- The Congregation of the Sisters of Saint Agnes
Records Transfer Policy
- The Archives preferred method of material acquisition is digital format (pdf or jpeg), due to lack of physical storage space. To submit archive materials digitally, please email them to Sarah Thibodeau at firstname.lastname@example.org or send a USB drive with the materials to the library for submission to collection.
- Items transferred to the Archives should be accompanied by the Archives Transfer form.
- Photographs submitted to the Archives must have the most complete information possible. This includes date, subject, complete personal/event/facility names, and photographer.
- The Archives collect documents of all forms of recorded information relevant to the university’s functions, officers, employees, or students:
- Legal documents that impact the institution
- Agendas, minutes and supporting documents from meetings of the Board of Trustees, committees, colleges, and faculty, faculty-student, and student governing bodies
- Annual reports and strategic plans of academic areas and administrative offices
- Reports of accrediting and approval agencies
- Self-study reports to accrediting and approval agencies
- Publications related to the university’s mission, including academic bulletins, schedules of classes, and student/faculty handbooks
- Directories of students, faculty, staff, and alumni
- University publications, including newspapers, newsletters, and magazines
- Published and unpublished works of faculty, staff, and student bodies
- Newspaper articles about the college, its faculty, staff, or alumni
- Submitted press releases
- Programs and announcements of university activities
- Photographs of the university facilities, faculty, staff, students, and events
- Correspondence between faculty, staff, students and external agencies
- Biographical information, including bibliographies and memoirs
- Course Syllabi
- Films, sound, and video recordings related to university activities
- Computer disks containing files about the university
- Items not collected:
- Multiple copies of items
- Detailed financial records (held by the Business Office)
- Personnel records (held by Human Resources)
- Rough drafts and working papers, unless the final product is unavailable
- Enrollment records, grades, and other private information about students (held by the Registrar)
- Items unrelated to Marian University or its faculty
Records Request Policy
Items may be requested using the Archives Request Form.
Archives items do not circulate. They are to be used in the library only.
Archives items may be photocopied for research purposes (See copyright policy).
The Archives are held on the first floor of Cardinal Meyer Library and are available by appointment only.
Access to certain items may require permission.
Goals and Objectives:
- Assess the existing collection
- Appraise each item for its historical value and determine whether or not it should be kept
- Organize items according to provenance (keep items of the same origin together)
- Maintain original order whenever possible
- Classify according to the hierarchy of record group, record subgroup, series (box), file (folder), item
Example: Academic Affairs>School of Education>State of Wisconsin Department of Public Instruction>Papers>Letter of approval
- Assign classification numbers for each
Example: The above item would be grouped under Academic Affairs-School of Education. Group 5, Series 7, Box 8, File 4
- Assess the weaknesses of the collection
- Document missing records and try to locate
- Place a collection emphasis on weaknesses
- Make the collection accessible for reference and research
- Create bibliographic records for retrieval in SabreCat
- Allow for easy retrieval of records from the Archives with finding aids in print and electronic forms
- Promote the Archives
- Meet with faculty and staff so that they understand how they can contribute to and/or use the archives