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Villanova University Records are the various documents produced, generated or
received and accumulated in the various offices and departments. See Villanova
University Collection Development Policy.
Records Policy
Official University records includes all recorded documentation in all
formats produced, generated or received and accumulated by any employee of
Villanova University while engaged in the conduct of official University
business in offices, departments, schools, institutes, centers, committees and
the like. These University records are the property of Villanova University and
as such are subject to submission to the University Archives. Documents include
all forms of recorded information, such as: correspondence, financial
statements, minutes of meetings, policy statements and procedure manuals,
reports, literary publications, photographs, sound recordings or other recorded
information, regardless of media or characteristics, created, received or
maintained by the University in the course of University business. A document
becomes a record when it is placed in an organized filing system for use as
evidence of information. It becomes archival when transferred to a repository
for preservation and research use. University records belong to Villanova
University rather than to the employee of the University. See Villanova
University Archives Collection Development Policy.
Semi-official records include the records and publications of University
sponsored student, alumni/ae, and faculty associations and organizations, which
relate to some aspect of University life.
Purpose of University Records
Records serve three major purposes:
- They serve an administrative record of the recent activities of an office
or department, and thus assist department members with the day to day
operation of the department or office
- They serve as a legal record
- They serve as an historic record of the activities of an office or
department and the University as a whole.
University Archives Role in the Disposition of
University Records
University records have legal and historic value that the Villanova
University Archives is concerned and involved in their organization and
disposition. The primary mission of the University Archives is to collect,
appraise, organize, describe, preserve and make accessible institutional records
and other materials of enduring value in all formats that reflect the history
and development of Villanova University. The Archives collects, University
records, including, but not limited to, the records of administrative office;
academic departments; faculty, administrative and student committees; faculty
and student organizations; college and student publications; photographs and
slides; memorabilia and other ephemeral materials. This purpose and the
authority for the University Archives to act as the official repository for the
University records were approved by the President of Villanova University on
October 5, 1987 (Statement of Authorization for Archival Collection and
Preservation of University Records.)
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