Skip to Main Content

Student Organizations and the University Archives: Managing your records

A guide to assist student organizations when donating their records to the University Archives
Last Updated: Jun 24, 2022 1:22 PM

While the records are still active (in use)

  • Keep your records organized and in a central place; in folders, arranged by date or by topic
  • Keep your records in a safe place, away from water, sun, food
  • Think about keeping a copy of posters, fliers, and other types of materials that are only in use for a short time
  • Save two copies of digital files, each in a different location (on an external hard drive or in cloud storage)
  • Be consistent naming your digital files
  • Use descriptive file names and consider including the date of creation in the name
  • Websites and social media are not permanent. Save a copy of images, text, and video that you post online!

When the records are inactive (no longer in use)

  • Your records may become inactive at the end of each semester, academic year, or when your organization has a change in leadership
  • Maintain the file arrangement that you implemented while the records were active
  • When in doubt, keep it!
  • Consider donating records to the University Archives. University Archives staff are here to help!

What does the University Archives collect?

The Archives collects and preserves records such as:

  • Bylaws and governing documents
  • Minutes and notes of meetings
  • Annual reports
  • Correspondence (including email!)
  • Websites/blogs/social media pages
  • Membership lists
  • Handbooks
  • Posters and flyers
  • Photographs (digital and print!)
  • Audio and video
  • Planning documents
  • Scrapbooks
  • Speeches
  • Calendars of events

Members of the Black Student Union, 1983

Members of the Black Student Union, 1983
(image id: BSU_1983.tif)