Library Archives Policy
Mission Statement
The mission of the GSU Archives is to select, preserve, and make accessible an authentic record of the programs, people, and operations of Governors State University, as well as to provide archival management for records of external organizations and documents of individuals in support of the administrative, teaching, research, and service interests of the University.
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Principles
The GSU Archives places primary emphasis on:
- Selecting those records that best document the University, thereby enabling the orderly disposal or erasure of records and information not of enduring value.
- Ensuring the integrity of the collection through maintenance of the context and order of archival records and other documents entrusted to its care.
- Creating and maintaining tools that provide intellectual and administrative control of records and collections.
- Providing a physical environment for records and collections that ensures their long-term viability and usefulness.
- Facilitating compliance with the Illinois State Records Act and the Regulations of the State Records Commission (Illinois Administrative Code, Title 44 Subtitle C, Ch. IV, Sec.4400.20).
- Responding to the needs of faculty, staff, students, and external publics for historical evidence and information.
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Collection Policy
The GSU Archives is the repository for records of enduring value officially made or received by Governors State University and for other materials of historical value related to the functions of the University. The following types of materials are collected for the GSU Archives.
- Official records and publications emanating from any unit of the University.
- Records of individual faculty and staff created in their official capacity in the University.
- Historical papers related to the University that are worthy of preservation.
- The records and publications of University-affiliated organizations.
- The records and publications of student organizations and groups, and the publications edited by students.
- The original or copy of any thesis or project accepted by the University in fulfillment of requirements for an advanced degree.
- Photographic material, including prints and negatives of still and motion pictures relating to the campus, buildings, faculty, students, events, and life of the University.
- Other audio-visual material, including microforms, video tapes, and discs of University events, programs, speeches, interviews.
- Cartographic material and blueprints created as part of the official function of an academic department or service unit of the University.
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Patron Access
Archival material is catalogued and may be searched using the Library Catalog. Many popular documents have been digitized and may be viewed in the GSUVault. Patrons may request at the Reference Desk to view original documents or request online. Once the request has been researched, the patron will be contacted. Any archival material pulled will be brought to the Reference Desk for patron use. Archival material does not circulate; photo ID required.
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Submitting Material
Individuals submitting material to the GSU Archives are requested to contact Erin Engelbrecht, prior to bringing material to the library.
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Processing Material
- Measure the material for statistics and label the Office of Origin (specific names, duties, title, department, division, and college/office).
- Assign a group code number
- Place in file folders retaining the original order whenever possible. It may arrive in total disarray so arrange in a logical order, but note this on the record sheet.
- Label the folders and boxes.
- Complete the accession record sheet. Make two copies, one to insert in the box and one to be placed in the accession record binder.
- File the original accession record sheet under its group code number in the GSU Archives Finding Aid.
- Forward appropriate material to the cataloging department for entry into the public catalog.
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