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Manchester College Archives and Brethren Historical Collections |
II.
Donation and Deposit Guidelines
[Quick links:
Deed of Gift Form and
Transfer Form]
The Archives and Brethren Historical Collection receives most of
its material from
1)
individuals and departments on the College campus;
2) through agreements with Brethren Press, individual Church of
the Brethren congregations of Indiana, and Church of the
Brethren district offices in Indiana; and
3) occasionally through private donation.
Frequently Asked Questions:
What types of material should be archived? In general,
all non-current, significant records with enduring value that
were generated by the College or Church office or department
should be deposited in the College Archives and Brethren
Historical Collection. Records will qualify if they have been
vital to the operation of the office or department; if they
document policy development and precedents, major projects or
grants, or College or Church rights and responsibilities; if
their subject matter caused considerable comment on campus, in
the denomination, or in the media; or, if they involved
litigation or large sums of money. A useful guideline is to ask
what material would be of use to a person writing a report or
history on the Church, office, or department. Consider the
potential uses of archived records; for instance, grant
proposals often require historical narratives and statistics.
What are some examples of materials that should be sent to
the Archives? Examples include but are not limited to:
Correspondence and subject files; syllabi; news releases;
publications, such as newsletters and annual reports; records of
program or curriculum development; departmental minutes and
reports; committee and organization minutes and reports;
self-studies, histories, and accreditation reports; records
about symposia and special projects; records about cooperative
efforts with other institutions or congregations; records about
relationships with government, business, or industry; certain
student work (for example, honors theses)
What formats are kept in the
Archives? Paper documents, unpublished and published; books,
unpublished and published; diaries; scrapbooks; audio and video
of all kinds; photographic material, including framed items,
slides, negatives, prints, and digital images; blueprints and
plans; paintings, drawings, and other artwork; plaques; and
banners.
Please note: Computer files are immediately printed out
so that obsolete programs and formats do not cause future
problems.
What should not be deposited in the Archives and Brethren
Historical Collection? The Archives and Brethren Historical
Collection will not acquire routine correspondence and similar
items that do not have enduring value, duplicate materials,
publications better suited to the general library collection,
personnel records, financial material (except for year-end
financial statements and other summary reports), or material
unrelated to Manchester College or the Church of the Brethren in
Indiana. The Archives and Brethren Historical Collection also
does not actively collect three-dimensional objects. The staff
reserves the right to not accession material that is
inappropriate for the collections.
What is the process for depositing or donating material?
If you have materials that you would like to donate or deposit,
please contact us. We will let you know if the items are
appropriate for the Archives and Brethren Historical Collection,
and if so, help you make arrangements for their transfer. These
arrangements include the completion of a
Transfer Form or
Deed of Gift document, which
provides the Archives with the provenance and date of accession
as well as any additional information.
Who will see the archived materials? What if something is
sensitive in nature? Items that are considered part of a
student's academic record (grade books, graded assignments,
permanent records) are private under federal law. In addition,
the donor or depositor may place stipulations on what it places
in the archives by specifying the restrictions on the Transfer
Form or Deed of Gift that is required for each deposit. If a
Transfer Form or Deed of Gift is not completed, it will be
assumed that the material is unrestricted.
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- © Manchester College Archives
and Brethren Historical Collection
- Last updated
04 August 2005.
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