Recognizing the need for a formal archival policy to ensure the management
and availability of the official records of Villanova University for historical
purposes, the following policies for the collection and preservation of these
vital papers, records and documents are hereby adopted.
All members of the Villanova University community (individual and collective
members of the administration, faculty, staff, student body and all university
organizations) in possession of files, records, or documents pertaining to
official duties, are requested to observe the following regulations:
- Official printed material, record books, minutes, committee files,
financial records, correspondence, photographs and other visual material –
in sum, any records generated or received by the various administrative,
academic, student, athletic and alumni offices of the University in conduct
with the University functions or responsibilities – are the property of the
University, and constitute potential archival material.
- Such property is not to be destroyed without the approval of both the
individual in charge of the office where the papers accumulate and the
- The individual in charge of each administrative office shall determine
when records cease to have current administrative value. The University
Archivist, in cooperation with the individual in charge, will thereupon
determine which of these records have permanent value to the University, and
shall arrange their systematic transfer to the University Archives.
- The University Archivist shall consult with the appropriate
administrative offices regarding any special conditions of access which may
be placed on any categories of records. It is understood that in the absence
of specific restrictions, all material transferred to the University
Archives will be opened to researchers on a non-discriminatory basis.
- The University Archivist will preserve the records of the Board of
Trustees transferred to the Archives by the Secretary of the Board. These
records will be made available only to those individuals who have been
granted permission to see them by the President of the University, and the
Chairperson of the Board of Trustees.
- All potential archival materials shall be sent to the University
Archives located in Falvey Memorial Library on a pre-arranged basis.
The University Archives may also selectively preserve personal papers of
faculty members, administrative officers, members of the Board of Trustees,
alumni/alumnae, students, student groups, employees, and other distinguished
persons as a supplement to these official records.
Rev. John M. Driscoll, O.S.A.