Dartmouth Library Collection Development Policy

The function of the Dartmouth College Archives is to preserve the institution's "memory." In order to accomplish this, the Archives identifies, collects, preserves, arranges, describes, and makes available the significant materials which document the origins, development, policies, programs, facilities, and activities of Dartmouth College.

Archival records have permanent administrative, legal, fiscal, and historical value and are preserved for ongoing use by the Dartmouth community as well as other researchers.

HISTORY

Since 1928 there has been an Archives. Prior to 1928, Dartmouth's historical records were maintained by the Treasurer's Office, the President's Office, and the Registrar's Office. With the building of Baker Library, archival records were centralized and an archivist hired. Early collecting emphasis was on eighteenth and nineteenth century college history, individuals associated with the College, alumni, public events, and relics. More recent collecting emphasis has been on the records created by administrative and fiscal offices than on the compilation of subject files.

DARTMOUTH COLLEGE PROGRAM

The Dartmouth College Archives collects both the official and unofficial records of the institution. Official records are defined as all non-current documentary materials created, received, and maintained by College personnel in conducting the business of the College. Unofficial records are also acquired when the records provide documentation of College-related programs and activities.

Papers of the local community are acquired as time and resources allow, particularly when the documentation supplements the history of Dartmouth College, its trustees, administrators, faculty, staff, alumni, and alumnae.

The primary constituency of the records is the College administration. Students, alumni, and faculty also make extensive use of the holdings. Researchers from the United States and abroad make use of College records. Media, family history researchers, foresters, educators, environmentalists, law enforcement investigators, landscape architects, and others have made use of the holdings. While the purpose of retaining the records is use, access to the records may be limited by legal restrictions, such as an individual's right to privacy. Other special conditions of access may be placed on a category of records; the conditions are determined by the Archivist and the appropriate administrative officers.

GENERAL SUBJECT BOUNDARIES

The Archives makes a focused effort to collect the records that document Dartmouth College's functions: confer credentials, convey knowledge, foster socialization, conduct research, sustain the institution, provide public service, and promote culture. To this end, records of the Trustees, of the President, of the Deans, and of the Registrar are collected. The administrative and student records of Tuck, Thayer, and Dartmouth Medical School are sought. As well, records documenting student organizations, activities, and "life" are sought. Records documenting policy, such as student and faculty handbooks, are collected. Records documenting the physical facilities and their development are collected. Records documenting the alumni/ae, faculty, and to a lesser degree other employees; financial policies, budgets, income and expenditures; and other components of the College are gathered.

Reappraisal of administrative holdings is needed to identify documentation gaps as well as duplication. It is apparent that duplicate records, duplicated information, mis-identified holdings, and inadequate descriptions present access challenges.

LANGUAGES

Most records are in English.

GEOGRAPHIC AREAS

The collection is bound by locations of Dartmouth College properties and facilities.

TYPES OF MATERIAL COLLECTED

Official records are defined as all non-current documentary materials created, received, and maintained by College personnel in conducting the official business of the College. By and large, the records are office files. Unofficial records are also acquired when they provide documentation of College-related programs and activities.

FORMAT OF MATERIALS COLLECTED

The records may be in media such as paper, digital storage, magnetic storage, or audio-visual recordings. The records form may be correspondence, memoranda, minutes, reports, data, newsletters, photographs, brochures, or another format. When the information exists in a choice of formats, a strong preference is given to formats with known longevity.

SPECIAL COLLECTIONS AND MANUSCRIPTS

Archives is part of Special Collections.

OTHER RESOURCES AVAILABLE

Records Management holds the inactive records of campus offices. Campus offices hold their active records. Patrons are referred to the creating office or the Records Center when Archives does not have the College resource that is needed.

DETAILED SUBJECT AREAS

Particular efforts are made to collect the records of the key administrative, fiscal, and academic offices of the College. The records are appraised, organized, and described according to archival principals.

CROSS-REFERENCES TO COLLECTION POLICIES

Closely related to Archives Records are: Archives: DC History publications; Archives: Photographic Records; and Manuscripts: DC Alumni.

LEVEL OF COLLECTING INTENSITY

Existing strength of collection: 3
Actual current level of collection activity: 4
Desirable level of collecting to meet program needs: 5

A records management program was instituted in 1985. Only in the past few years have the fruits of the program been seen with regular transfer of office records to the Center, and from the Center to the Archives on an agreed-upon schedule. Some campus offices that were unaware of the Archives discarded records prior to 1985, leaving documentation gaps.

Collection Development Policy Table of Contents
White Ball

CMDC Home Page

Last updated January 28, 1999 by: CMDC@Dartmouth.Edu (jdh)

Dartmouth College Library
Collection Management & Development Program
Collection Development Policy

ARCHIVES: RECORDS

COLLECTION AREA

GENERAL PURPOSE