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.

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