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The University Archives collects only those records, regardless of their form, prepared,
owned, used, in the possession of, or retained by administrators, faculty
acting in administrative capacities, and staff of university units in the
performance of an official function that have enduring historical or
administrative value. For more information, please see the
University Archives Policy.
Materials of historical interest may include administrative files, financial
documents, reports, statistics, strategic plans, self-studies, mission
statements, brochures, newsletters, publications, photographs, and
multimedia materials. Records may be in any physical format, and are
appraised for their content and historical value.
Records are initially created and retained in administrative offices or
departments. Frequency of use and availability of space help determine if
records should be retained in the office or offered to the University
Archives.
When an administrative office or department defines inactive records of
historical value, the department should contact the University Archivist,
by filling out the University Records Transfer Consultation Request Form.
Inactive records of enduring historical value will be selected for transfer to the
University Archives in consultation with the originating campus unit and the University
Archivist through a process of archival appraisal. An electronic file list of the
records with dates of record generation greatly assists with the appraisal process.
The University Archivist will provide guidance on selecting records for
inclusion in the University Archives. Once it is determined that the records
will go to the University Archives, guidelines for the transfer of records
will be provided to the office. A records transfer agreement will be
completed once the records have been received and accessioned by the
University Archives.
The University Records Management Liaison Officer (RMLO) advises on the
retention and disposition of public records not selected by the University
Archivist. See Records Management Policy, Number 4010.
When processed by the University Archives, University records of enduring value will be
stored in secured stacks, cataloged in the University of Central Florida Libraries
online catalog, and made available to the university and wider community. The University
Archives offers reference service to the generating University office for their records held by
the Archives.
Need more information on transferring your office records to the University
Archives? Contact the University Archivist, at
speccoll@mail.ucf.edu or
407-823-5427.
Are you a UCF or FTU alumnus,
faculty, or staff? The University
Archives needs your records!
Help Us Build the University Archives!
Last Updated: 04-May-07
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