Statement
on Authorization
Archival
Records
All administrative
officers of the college, including members of the teaching faculty
whose performance of administrative duties puts them in possession
of publications, files, records, or documents including electronically
stored or generated files, records, or documents pertaining to their
official duties, are requested to observe the following regulations:
1. The records
of the official activities of the college offices and officers are
the property of Mount Holyoke College.
2. Such property
is not to be destroyed or disposed of, or placed in storage without
the approval of (a) the officer in charge of the department where
the papers accumulate (b) the Archives and Special Collections Librarian.
If large scale destruction of certain types of records is routinely
performed, the officer in charge of the destruction should inform
the Archives and Special Collections Librarian, in writing, of this
destruction.
3. The officer
in charge of each administrative office is responsible for sending
two permanent record copies of every college publication created
by that office to the College Archives.
4. The officer
in charge of each administrative office determines when records
cease to have current administrative value. The Archives and Special
Collections Librarian will thereupon (in consultation with the appropriate
college authorities, where necessary), determine which of these
records have permanent fiscal, legal, historical and other research
value to the College and shall arrange for their systematic transfer
to the College Archives, an appropriate records storage area, or
for their disposal.
5. The Archives
and Special Collections Librarian shall consult with administrative
officers to determine the type of restrictions to be placed upon
the use of confidential records.
6. The President
of the College may add such further regulations and directives as
may be necessary or appropriate.
Special
Collections
The Mount Holyoke
College Archives and Special Collections is authorized to obtain
and house rare books, records and other materials of individuals,
institutions and organizations whose work or purpose reflect the
history of the College, or whose materials fall within its collecting
policy. In most cases the college will request that ownership of
the materials be transferred to Mount Holyoke College, but in some
cases will administer and act as a depository for the materials.
The Mount Holyoke College Archives and Special Collections reserves
the right to charge storage and processing fees for any special
collections materials housed and/or administered by the college.
Approved
by the Mount Holyoke College Board of Trustees
March 8,
1996
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