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UNIVERSITY ARCHIVES

 

Materials in the University Archives

 
Dates
1826-2012 and ongoing
Size
13,565 linear feet (as of 7/2013)
approximately 26,044,000 pages and
300 GB
Forms
architectural drawings
correspondence
directories
films and videotapes
flyers, posters, brochures
maps
minutes
newspapers, newsletters, and magazines
photographs
reports
sound recordings
theses and dissertations
yearbooks
Creators
academic and administrative offices and departments
committees, task forces, governing boards
individuals and University-sponsored groups
OF
Case Institute of Technology
Case Western Reserve University
Western Reserve University

The Archives has four kinds of sources:

Inactive University Records
In order to do their work, University offices create and receive email, memos, forms, reports, and other documents. When these records are no longer needed to do the work for which they were acquired, most are destroyed. Those few that have long-term value are transferred to the Archives.
University Publications
University departments communicate with students, alumni, friends, faculty and staff using newspapers, magazines, brochures, flyers, posters, newsletters, and other publications. The Archives tries to acquire the full range of these publications, usually when they are issued.
Personal Papers of Faculty, Students, Administrators, Trustees
People affiliated with the University, acting in a personal capacity, create documents which reflect their interactions with the University. The Archives acquires only a small sample of personal papers representative of the experiences of people affiliated with the University.
Inactive Records of University Organizations
University subsidiaries and University-sponsored alumni, student, faculty, staff and friends groups create the same kinds of records as University offices. When these records are no longer needed by their creators, the Archives accepts those that have long-term value.

The Archives has no records or publications of people or organizations not part of the University.

Topics Documented in the University Archives

Archival control organizes records by provenance, not by subject. Records of a single entity (department, committee, office) are maintained as a unit, separate from the records created by other entities. Thus, information on a given topic is dispersed among the records of all the entities that needed information related to that topic to do their jobs. What this means is that almost never is there a single source which brings together all the information available on a given topic.

Academics
Development and delivery of the curriculum and operation of academic units, for example:
  • •Awards conferred by the University for teaching excellence
  • •Ceremonies (e.g., Commencement convocation)
  • •Curriculum development (planning, review, revision, termination of courses, programs and degrees)
  • •Courses (content, objectives, organization)
  • •Programs (e.g., continuing education, study-abroad, independent study)
  • •Requirements for degrees, dissertations & theses
  • •Scheduling (e.g., academic calendar, class schedules)
Facilities Management
Acquisition, maintenance, and disposal of physical plant, infrastructure, and equipment, for example:
  • •Buildings and grounds (design, construction, renovation, demolition, use)
  • •Disaster prevention and response (protection of people and facilities; includes natural and manmade disasters)
  • •Land acquisition and disposal
  • •Food services
  • •Transportation systems (including parking, bus services, travel, shipping and receiving, pedestrian and vehicular traffic planning and management)
  • •Utilities
Financial Management
Financial obligations, revenue, management of assets and liabilities, for example:
  • •Accounting systems and procedures
  • •Auditing (financial and procedural)
  • •Banking
  • •Budgeting
  • •Debt management
  • •Fundraising
  • •Investments
  • •Revenue (fees, gifts, grants, tuition)
Governance and Legal Affairs
Requirements of and compliance with external laws and regulations and internal governance via University policies and procedures, for example:
  • •Accreditation and licensing
  • •Codes of conduct (e.g., academic freedom, conflict of interest, plagiarism)
  • •Founding/incorporating
  • •Internal governance (including operation and authority of governing and representative bodies, elections, constitutions and by-laws)
  • •Law enforcement (e.g., crime prevention)
  • •Legal affairs (e.g., claims and litigation, contracts, intellectual property rights)
  • •Organizational and reporting relationships
Information and Communication
Provision of information and communication sources and services, including technology, content, and expertise, for example:
  • •Computing and communications services and systems
  • •Library services
  • •Publications of the University (directories, calendars, magazines, newspapers)
Personnel Management
Recruiting, hiring, compensating, and evaluating faculty and staff, for example:
  • •Affirmative Action programs
  • •Employment (recruitment, compensation, discipline, evaluation)
  • •Fringe benefits (contribution and participation)
  • •Social and professional activities (University-Supported)
Public Service and Public Relations
Community services and activities designed to promote a favorable relationship between the University and the public, for example:
  • •Community relations/public relations
  • •Government relations
  • •Media relations
  • •Public events (anniversary celebrations, awards conferred by the University for accomplishment or service, performances, tributes)
  • •Social services (e.g., Shower the Shelters program, CWRU Habitat for Humanity)
  • •Symbols (seals, songs, etc.)
Research Administration
Policies and procedures governing administrative aspects of scholarly investigation or inquiry, for example:
  • •Research funding
  • •Research policies and oversight
  • •Commercialization of research/technology transfer
Student and Alumni Services
Students' relations with the University, including those related to academics, extracurricular activities, and relations with alumni, for example:
  • •Admissions and enrollment
  • •Advising
  • •Alumni associations (including regional and those of individual schools)
  • •Alumni events (e.g., reunions)
  • Athletics
  • •Awards and honors conferred by University entities on students or alumni
  • •Extracurricular activities and organizations
  • •Financial aid
  • •Grades and grading
  • •Health services
  • •Residential life