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ARCHIVING
What is Archiving?
Archiving is the storage of information and material in a central
location for easy access by anyone at anytime. Storage may be in
physical places like a cabinet or office or in virtual places like
a website or disks.
Why is Archiving Important?
Archiving is important because it eliminates problems such as
losing valuable resources, having inaccessible material, and being
unable to find particular items in a timely manner. Such problems
may hinder an organization from functioning properly.
resources for archiving >
archiving basics || university archive || OSAF storage
Archiving Basics
What Should We Archive?
- Constitutions & bylaws
- Meeting agendas & minutes
- Correspondences & notes
- Reports & proposals
- Publications (i.e. newsletters)
- Publicity material (i.e. flyers)
- Photographs & artwork
- Audio & video recordings
- Digital files
What Archiving Material Do We Need?
- Binders and folders: To store paper documents and files
- Boxes: To store various physical items
- Disks: To store various digital items
How Should We Organize Our Archives?
There are different ways to organize what you archive.
Organization depends on your own needs. Below just suggestions on
how to organize your archives.
- Ways to organize:
- By date (i.e. year)
- By subject or topic (i.e. marketing, finances, etc)
- Remember to:
- Organize: Avoid stuffing items randomly in binders, folders, and boxes. Do your best to organize your archives in a logical manner so that student leaders after you can find material easily.
- Label: Clearly label all binders, folders, boxes, disks, etc. This will make finding information easier for current and future student leaders.
- Inform: Tell new student leaders how to access archived material. There's no use in having archives if no one knows about them or how to get them.
Where Should We Store Our Archives?
Archives should be stored together in a single location that is
accessible and safe. Avoid scattering archives in multiple
locations. The University Archives is an excellent resource to use
since one of its focuses is to assist student groups with their
archiving needs. See next section for more information.
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University Archives
What is the University Archives?
The Duke
University Archives is a department within the University
Library that preserves the of Duke, including student groups. The
University Archives is the official repository for records of the
University and the gateway to its past. The role of the University
Archives is to identify, acquire, manage, and preserve records of
enduring value and make them available for use.
Why Use the University Archives?
Preserving records through University Archives:
- Ensures permanent documentation of your activities
- Contributes to the history of Duke
- Encourages and supports academic research by future students and scholars
- Aids in fundraising, policy planning, or grant writing by recording your group's history and achievements
- Promotes alumni relations by allowing alumni to remember their Duke experience in a unique way
What Should We Archive?
Examples of items to preserve through the University
Archives:
- Constitutions and bylaws
- Meeting agendas and minutes
- Correspondences via postal mail and email
- Notes
- Reports and proposals
- Publications such as newsletters, journals, etc
- Publicity material such as flyers, posters, etc
- Photographs and artwork
- Audio and video recordings
- Digital files
How Can We Use the University Archives?
The University Archives encourages you to contact them
(684-5637) or stop by their office (314 Perkins) to start the
archiving process. You can also learn more about their services here.
You can start archiving easily by using the free archival folders
and boxes that the University Archives provides. Just fill up these
containers and bring them back to them and they'll do the
rest.
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OSAF Storage
What Does OSAF Offer?
The Office of Student
Activities and Facilities, which is located on the main floor
of the Bryan Center, has 24 storage lockers of various sizes
available for student groups. For student groups that already have
assigned lockers, locker space must be re-applied for in the
spring. Any unused locker is subject to re-assignment to another
student group.
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