| Summary
The University Archives & Records Center receives,
preserves and makes available for research those
archival records that document the organization and
development of Western Washington University and
provide evidence of its functions. Primary records
relate to planning and policy implementation. Records
are also preserved that define relationships among
University offices, and between campus offices and
outside groups, other educational institutions and
the local community.
Collections are maintained for the research needs
of University administrators, faculty, staff, students
and interested citizens. In addition, the collections
provide graduate students in Western's Archival Administration & Records
Management Program with hands-on experience in archival/records
management processes.
Collection policy follows the mandated legal authority
for the Archives & Records Management Program
and the definition of public records stated in RCW
40.14 , Preservation and Destruction of Public Records.
In cooperation with campus offices and the approval
of the State Records Committee, Records Retention
Schedules are established that identify the administrative,
legal, fiscal and historical values of records. In
addition to identifying potential archival records,
Retention Schedules provide for the orderly transfer
of the records to the Archives & Records Center.
A few typical examples of archival records for the
University are as follows:
- Records of committees (minutes, agendas, reports)
which establish policies and procedures
- Annual and other reports
- Planning and policy documents
- Records reflecting departmental organization
and function; history files documenting development
of
the department
- Grant proposals and final reports
- Records of faculty, staff and student organizations
The Archives also maintains records which contain
continuing administrative or legal value on a long-term
basis.
Archival Preservation Standards
Preservation of the University's historical records
depends on the efforts of the campus community. Office
administrators, faculty and staff need to be mindful
of the needs of future researchers and to consult
with the University Archives & Records Center
if in doubt about the archival values of records.
Standards for preservation of historical records
for the University are established prior to transfer
to the Archives & Records Center. Records are
designated on office Records Retention Schedules
as "archival," "potentially archival," or "selected
files potentially archival." Schedules are approved
by the office Records Coordinator, the University
Records Officer, and the State Records Committee.
Records Transfer
Consult the Records Retention Schedule for records
that have fulfilled administrative requirements in
the office, but are identified on the schedule as "archival," "potentially
archival," or "selected files potentially
archival." Those records have historical value
and should be transferred to the Archives & Records
Center for permanent preservation when retention
periods in the office have been fulfilled. Use the
standard transfer procedure for Archives & Records
Center storage (as described in Records Center Storage
section).
Access and Research
Records stored in the Archives & Records Center
are considered to be in the custody of the office
of record. All requests for access to archival records
are coordinated with the office of record.
The University Archives & Records Center is
housed in the same facility as the Washington State
Archives, Northwest Region, and the Center for Pacific
Northwest Studies. While each program is distinct
in missions, goals, personnel and in the types of
records maintained and referenced, the collections
complement one another and offer convenient access
to many different record sources.
The University Archives & Records Center is
located in the Washington State Archives (Goltz-Murray)
Building at 25th Street and Bill McDonald Parkway.
Archival research hours are 8:30 a.m. to 12 noon
and 1:30 to 4:30 p.m., Monday through Friday. Hours
are subject to change. Researchers planning to reference
archival records should schedule an appointment in
advance by contacting the University Archives & Records
Center at (360) 650-3124.
Visitors may park in the campus parking lot across
from the Archives Building, but need to request a
visitor's parking permit from the reception desk.
Other Campus Collections
In addition to the collections of the University
Archives & Records Center, historical materials
related to the University are maintained by the following
programs... see below.
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