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The archives is interested in all materials documenting all aspects and activities of SFASU and its students including books, video tapes, documents, audio tapes, photographs, computer records or any other type of record. However, the East Texas Research Center is not able to accept artifacts such as trophies, typewriters or other museum type items. By following the six simple steps below, university offices can ensure that the history of the school will be properly preserved for future generations.
If you have any questions feel free to contact Linda Reynolds, Director (ETRC), x4100.
Steps for selecting records to send to the archives
Records Survey; look at what you have. To start, you should go into file cabinets, storerooms, under desks and into closets and look at what is in all of those old boxes. Next, make a list of what you find with the name of the records, the years they cover and the number of boxes that hold them. A records inventory worksheet can help you with the process.
Check the records retention schedule. Information on the retention schedule can be used as a guide for identifying records of enduring value. After they are no longer in use, record series marked with an "I" or an "O" in the "ARCH." column of the retention schedule should automatically be referred to the archives.
Call the archivist. Once you have identified what records your office has, call the East Texas Research Center at x4100.
Appraise the records. An individual from the office wanting to transfer records to the archives will work with the archivist to appraise each record series (or group) and determine its final disposition.
There are four types of value to consider when appraising records.
Primary Value: (What is this document's current use?) The primary value of records is their current administrative, legal or fiscal use. Records that are still needed for the office to function are not appropriate for sending to the archives. Most records diminish in primary value over time.
Informational Value: (What can this document tell us?) Informational value refers to the records' ability to provide information about persons, places and things.
Evidential Value: (What did your office do and why did it do it?) Records with evidential value tell researchers what an office did and why or how they did it. These records are some of the most important items to place in an institutional or governmental archive.
Intrinsic Value: (Does this document have a high monetary value?) Intrinsic value refers to a record that has value for what it is and not for its use or informational content. A piece of paper autographed by Sam Houston would have a great amount of intrinsic value, but could have little or no primary, informational or evidential value. Intrinsic value is often associated with manuscript collections but not usually with university records.
Other factors to consider when appraising records include the records' functional significance, informational uniqueness, usability, and its office of origin. Additionally, the archives will consider whether the contained information is duplicated in another record, if the item is an original or a copy, and the records' relationship to other records.
Recommendations for Final Disposition. After the preliminary appraisal is finished, the archivist will recommend a final disposition for the records. This can include keeping the records in the office, recycling them, or transferring them to the university archives.
Execution of final disposition. Once the final disposition of the records has been determined, the records can be transferred out of the office. The transfer procedures can be found on the University Archives web site.
If you have any questions, feel free to contact the East Texas Research Center. x4100
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