SSU Archives Policy

Recommended By
Ad Hoc Archival Policy Committee
David W. Benson, President
Issue Date
Thursday, January 28, 1988
Current Issue Date
Tuesday, July 9, 2002
Effective Date
Thursday, January 28, 1988
Contact Office
Library Director
Policy number

The Sonoma State University Archives acquires, processes and preserves graphic, audio-visual and miscellaneous material produced by Sonoma State University (SSU) and its constituent parts, which is of enduring value and which forms a permanent record of the University.

The official records of SSU are those created by University administrators, faculty and staff members in the performance of assigned duties and are the property of the University.

  1. These records are defined by the University as first- or second-class vital documents.
  2. A records management/archival program will apply effective management methods to the creation, utilization, maintenance, preservation, retention, and disposal of the records.
  3. Destruction of any record is forbidden unless it has been determined that the record is inappropriate for the campus or CSU Archives (Government Code 14755, in BA 85-25).

The SSU Archives may contain unofficial records of historical rather that administrative interest, such as the personal papers and publications of faculty, staff, students and alumni, and the records of student organizations.

The Collection

The University Archives contains:

  1. Inactive Records of administrative and academic departments regardless of format, i.e., paper, tape, microform, software. Includes minutes, reports, correspondence and other records of administrative offices, academic units, academic governance, and administrative and staff committees.
  2. General Publications. Includes academic catalogs, class schedules, handbooks, directories, commencement and performance programs, announcements, newsletters. brochures and ephemera.
  3. Faculty and Staff Reports and Publications. Includes speeches, conference papers, etc.
  4. Student Publications. Includes newspaper, periodicals, yearbooks, miscellaneous publications, records of student organizations and activities, newsletters and ephemera, etc.
  5. Masters Theses and Creative Projects. Includes one copy of all theses and creative projects.
  6. Campus Publicity. Includes press releases, brochures, advertisements of campus events and related community activities.
  7. Support Group Records. Includes records and publications of groups such as the Alumni Association, President's Associates, etc.
  8. Pictorial and Visual materials. Includes photographs and photographic negatives, slides, motion pictures, videos, maps, microforms, art works and architectural drawings.
  9. Audio Materials. Includes tapes of speeches, events, oral histories, etc.
  10. Memorabilia.
  11. Women Artists Archive. Includes more than 5,000 slides of works of art by women from the Middle Ages to present day, and files of supporting documents.
  12. North Bay Ethnic/Immigration Archive. Oral histories.
  13. Personal Papers. Includes manuscripts, correspondence and oral histories which are judged to reflect significant individuals and aspects of campus history.
  14. CSU Publications. Includes those that pertain specifically to SSU.

The University Archivist

The University Archivist shall have the authority to develop policies and procedures which provide for the systematic growth and professional development and maintenance of an archival collection relating to the operation and history of SSU.

The University Archivist shall have sole authority to review all university materials prior to their retention in archives or final disposition.

On behalf of the University the University Archivist is authorized to negotiate for the transfer of archival materials from the custody of their immediate jurisdiction to the University Archives.

The University Archivist shall identify by survey or questionnaire collections and materials that are maintained outside the Library and keep a record of such holdings.

The University Archivist shall prepare policies that permit the confidential treatment of certain records, specially if so designated by the source of original jurisdiction, and shall have the authority to review and approve all requests for access to confidential records in Archives.

Access to Archival Materials

The Archives Collection is maintained in closed restricted areas. Materials in the collection are retrieved for patrons by the Special Collection/Archives staff and the Paperwork Management Coordinator.

Condition of access to material deposited in the Archives may be specified by the originating office, organization or individual.

Records may be available for duplication if needed by the originating office, organization or individual, or if approval has been obtained from the originating source.

Related Links: CSU Records Disposition Schedules

University Archives

Updated July 9, 2002 by