Documentation Strategy
Records Management vs. Documentation StrategyHistory
The Documentation Strategy program was initiated in October of 2004 after the Records Management program was discontinued. With the addition of a new permanent part-time position, the University Archives staff decided to implement a new program that would better capture the vital records of the University.
The Documentation Strategy (DS) is a method to analyze, identify, and collect historically and administratively valuable records for permanent retention in the University Archives. It differs from a records management program in the following distinct approaches. First, the University Archives specifically outlines the type of documents it would like to receive from individual offices. This will provide a clear plan for each office as to which records should be collected for future transferal to the University Archives (UA). Second, the University Archives does not carry out disposition schedules. The UA will not outline which documents should be destroyed and when they should be disposed of. Finally, the Documentation Strategy requires that offices transfer materials on an annual or semi-annual basis. Materials should be collected throughout the year and transferred in one large collection to the University Archives.
Mission
The University Archives is committed to promoting and disseminating knowledge regarding the history, culture, and scholastic growth and development of the George Washington University. The University Archives is dedicated to collecting and preserving records, objects, and oral histories, and will make these collections accessible to scholars and a diverse audience by means of exhibits, programs, and research. The specific mission of the documentation strategy is to actively solicit and collect materials from sources affiliated with the University.
Scope of Collections
The University Archives is the official repository for the records of The George Washington University, and the gateway to its past. As the institutional archives, its purpose is to identify, preserve and make available University records which have historical value for the GW community. Materials in the University Archives range in date from before the founding of the University in 1821 (formerly called Columbian College) up to the present day.
The University Archives’ permanent collection consists of:
- University Records: Materials that record the functions, policies, and activities of the University. These include such records as Board of Trustees minutes, University charters, bulletins, student newspapers, and yearbooks.
- Physical objects: Artifacts and three-dimensional objects in the collection range from a missile developed by GW in World War II to old mascot uniforms, athletics jerseys and debate trophies.
- Oral histories: Oral Histories capture first hand experiences and memories of individuals affiliated with the University. The UA currently have histories ranging from former University professors and administrators to members of the Foggy Bottom Community.
- Photographs and film: The photographic history of GW extends from the late 19th century to the present day. The 1943 basketball Southern Conference Champions, the Troubadours performing with Bob Hope, and the University during the Civil War are only a few examples of the 350,000 negatives, prints and slides and several hundred video recordings in the University's collection.
These materials are collected from a variety of sources, including but not limited to: schools, departments, Board of Trustees, faculty, alumni, current students, organizations, and the general public. The Documentation Strategy program arranges for annual or semi-annual transfer of historically valuable materials, insuring historical continuity. In addition to collecting records and materials on a regular basis, the University Archives encourages offices and patrons to contact us for additional information about transferal or donation.
The University Archives actively collects the following records:
- Annual reports
- Architectural blueprints of University buildings
- Artifacts & museum pieces
- Audio tapes
- Bulletins
- By-laws
- Charters
- Commencement programs
- Constitutions
- Contracts
- Correspondence
- Diaries & journals
- Faculty papers
- Film
- Financial reports
- Handbooks (student, faculty, administrative etc)
- Histories (schools, departments, student organizations etc.)
- Manuscripts
- Meeting minutes
- Oral histories
- Paintings & drawings
- Papers of prominent people (University officers, faculty, students, alumni, benefactors)
- Photographs & negatives
- Posters
- President’s papers
- Programs
- Publications (newsletters, journals, magazines)
- Slides
- Videotapes
- Yearbooks
Collecting Goals and Policy
Collecting Priorities
- The University Archives wishes to collect records from departments that are in the process of relocating or from those that are disbanding. It is our hope that the UA will be able to collect vital information from and about the department, before these records are permanently lost.
- The UA wishes to collect materials from high profiled offices. These include the President, Board of Trustees, University Relations, Academic Affairs, and Athletics offices and the Columbian College, Medical, and Law Schools. Materials generated from these active offices are essential to document the growth and development of the University.
- The UA wishes to collect samples of materials from smaller departments, schools, and campuses in order to capture the broad range of activities at the University.
- The UA wishes to collect publications from offices and schools at the University. These include publications that come out on a regular basis, in addition to the short run publications that are distributed by departments and student organizations. It is our hope to capture the culture of the University through this medium.
Collecting Policy
- The University Archives requires notification prior to all transferals and donations.
- All materials coming in to the UA must follow the procedures outlined in the Documentation Strategy guidelines.
- The UA reserves the right to send materials back to the originating office if procedures are not followed.
- The UA reserves the right to deny any materials that do not fit within the scope of collections.
- The UA reserves the right to amend the collecting policies at any time.
- The University Archivist and Assistant Archivist, under the direction of the Head of the Department, will review the collecting policy annually and will make changes as needed.
Methods of Acquisition
Acquisition refers to the act of gaining legal title to an object or group of objects for the permanent collections. All materials collected must have a clear and documented provenance; this information may include who, when, where, and how the materials were created and acquired. The Head of the Department, University Archivist, and Assistant Archivist have the authority to accept or deny acquisitions. The University Archives may acquire materials in the following ways:
- Transferal: University materials may be transferred to the UA from affiliated offices. The UA must be notified prior to all transferals. All materials must be sent in acid-free boxes (supplied by UA) along with container lists of contents inside. A transmittal form must be filled out and sent to the UA with the transferred materials. Please refer to the UA Documentation Strategy guidelines for more detailed instructions.
- Gift: The University Archives encourages and accepts donations, however reserves the right to deny gifts if they do not fall within the collecting scope. The UA will not accept materials without the transfer of legal title through a signed deed of gift. All gifts must have a clear provenance.
- Bequests: Individuals may name the University Archives as a beneficiary in their last will and testament. A copy of the will must be obtained and maintained in the donor’s accession file. The UA reserves the right to deny bequests if they do not fall within the scope of collections. All bequests must have a clear provenance.
- Purchase: The University Archives may acquire materials through purchase provided they fall within the collecting scope and have a clear provenance.
Forms:
Simple Guide to DocumentationDepositing Records
DS-Transmittal Form
Sample Container List
