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University Archives Records, 1966-2013

Collection Overview

Title: University Archives Records, 1966-2013

Predominant Dates: 1994-1999

ID: RG 220

Primary Creator: Oregon State University. University Archives

Extent: 15.7 cubic feet. More info below.

Languages of Materials: English [eng]


The University Archives Records document administrative activities within the department including collection development, maintenance and microfilming of personnel files and outreach. The collection includes brochures, correspondence, manuals, memoranda, photographs and reports.

Scope and Content Notes

Accession 097:054 consists of Archives administrative records pertaining to the Mink Center disaster recovery operation; handbook and retention schedule publication; CAR personnel records system; contract microfilming; records retention scheduling; collection administration; reference inquiries; and records management workshops. Records include policies and procedures; annual and statistical reports; correspondence; committee records; sound recordings; and other related documentation.

Accession 098:005 This accession consists of Archives administrative records including policy and historical correspondence; photographic collections procedures; press releases; conservation projects (glass plates and panoramic prints) records; research projects records; and survey responses and reports. The research projects records include materials pertaining to the 1994 Beaver yearbook; the 1993 summer session catalog; liquid semiconductors; Linus Pauling; and visits by the Grande Ronde and Siletz elders.

Accession 098:076 consists of Archives administrative records and includes correspondence received; records of the Oregon Images Advisory Committee; correspondence and related documentation of interactions with the Oregon State System of Higher Education (OSSHE) and the Oregon State Archives; records of outreach projects including tours and presentations, publications, and student orientation events; and gift correspondence.

Accession 098:131 consists of Archives administrative records including brochure preparation and publications records (1993 and 1995); instructions for moving records; superceded forms and procedures; a guide and status log for microfilmed collections; Records Center yearly accessions files (1987-1990); handbook revisions materials (1993); special retention and disposition schedules approved by the Oregon State Archives (1987-1992); and accessions records for materials transferred or donated to the Archives (1966-1988).

Accession 2001:068 includes records relating to administrative policies and procedures, the Archives and Records Management handbook, records recycling and destruction, and the "Photos By Gifford" exhibit. Included in this accession are three versions of the 1996-1997 Archives and Records Management Handbook: the original printer's proof, the Agricultural Experiment Station version, and the County Extension Office version.

Accession 2002:001 includes records relating to the organization and planning of the University Archives "Open House" for Library staff and primarily contains information on catering arrangements. The event took place on November 9th, 2000 and was held in celebration of the Archives' administrative transfer from the Office of Budgets and Planning to the Library.

Accession 2002:023 includes microfilm editing and maintenance logs which contain confidential information and are stored separately. Also included in this accession is documentation on the procedure for the accessioning of records into the Archives.

Accession 2002:039 includes records generated in the course of planning for the 1994 Northwest Archivists (NWA) Annual Meeting in Eugene, Oregon. Relating primarily to the organization of the content, finances, and publicity for the meeting, the records include correspondence, copies of the conference program, the registration form, and participant lists.

Accession 2002:071 includes destruction requests sent to the State Archives for authorization. The information contained in these records include brief descriptions of the records at the series level, retention periods and other schedule information, and permanent materials weeded for storage at the Archives.

Accession 2002:076 includes microfilm editing and maintenance logs, processing checklists, and database edit lists. Also contained in these records are copies of personnel documents which were randomly printed out as a part of the auditing process to test film legibility. These records contain confidential information.

Accession 2002:091 includes information relating to the OSU Archives webpage that includes printed "snapshots" of selected pages on the site that were generated between 1995 and 2000 and were deleted in 2002 from the server. In addition to two statistical reports on webpage access, the pages printed out include the Archives and Records Management Handbook table of contents, links to Archives at other Land Grant Institutions, and a speech by former OSU University Archivist Michael Holland about a tour of Archives in Russia.

Accession 2003:026 includes documentation of various projects involving outreach activities, descriptive cataloging, and interaction between other campus administrative offices. Made up primarily of correspondence, newspaper clippings, and notes, the subjects covered in these records include the organization of tours and presentations of the Archives to classes and other groups, the cataloging of collections in the MARC format, planning for meetings of the Southern Willamette Archivists and Curators (SWAC) group, the management of personnel records with the Human Resources Department, and the transfer of student academic records from the Registrar's Office.

Accession 2003:053 includes records relating to the transfer of historical materials into the holdings, management of the computer "gopher" server, the creation and installation of the Archives webpage, the authorization to publish images from the Archives, and the preparation of exhibits. In addition to accession reports and other documentation of the transfer of records into the Archives, the materials in this accession include: correspondence, collection descriptions and inventories, newspaper clippings, notes, and publications.

Accession 2003:103 includes agendas, completed survey/evaluation forms, correspondence, handouts, meeting minutes, notes, participant lists, photographs, and a script written for a video production on the transfer of records to the Archives. The photographic images are slides showing records housed in the Archives and the preparation of boxes to be transferred to the Archives. There are also records pertaining to the organization of a disaster preparedness and recovery workshop that the Archives presented as an all-day workshop at the 1991 annual Northwest Archivists meeting.

Accession 2004:016 includes records pertaining to the implementation of two Records Management workshops at the 2001 OSU Training Days, these records also include correspondence documenting outreach activities and inquiries between the OSU Archives and Archivists at other repositories.

Accession 2004:049 includes brochures, correspondence, notes, policies/procedures, publications, and survey materials. With roughly half of the records in this transfer pertaining to the hosting of the Northwest Archivist annual meeting at OSU in 2002, the other records document the development of archives/records management training workshops and various office policies and procedures.

Accession 2004:098 includes collections management and outreach/educational projects, subjects covered in these records include: website maintenance, development of the Paradox personnel files database system, workshop planning, coordination of tours/presentations, and the tracking of statistical data regarding transfers into the Archives. Thank you letters to the Archives staff can also be found in this accession.

Accession 2007:022 includes Oregon Archives Week event planning, Library digital projects, an extensive review of historical materials in the Intercollegiate Athletics Department, and the Library Preservation Interest Group.

Accession 2008:007 includes material reflecting the administration of the office and coordination of various outreach activities such as tours, exhibits, training workshops, and presentations. In addition to minutes and agendas of staff meetings, this transfer also contains correspondence, notes, flyers, and presentation scripts that document the following: events organized in observance of Oregon Archives Week, a campus building tour, management of the Oregon University System Archives, and Archives Cooperative Learning Group training workshops. Also found in this accession are records of the Digital Library Steering Committee.

Accession 2010:004 includes documentation department staff meetings, permissions for the publication and use of archival images, exhibit development, tours and presentations by Archives staff, thank-you letters, and the microfilming of student academic records for the Registrar's Office.

Accession 2010:077 includes records pertaining to the development of the "Fighters on the Farm Front" exhibit, collaboration on oral history projects with Anthropology Department classes, an internship project, the compilation of the "Corvallis 150" list, the Library Preservation Committee, the Institutional Repositories Task Force, the OSU Library strategic planning process, and the campus history walking tour. The internship project entailed the collection of information about films produced as a part of the "Oregon at Work" series that are described as a part of the Extension and Experiment Station Communications (P 120) film collection. In addition to reference materials and survey forms inventorying the contents of the films, there are also two cassette sound recordings of interviews with Tom Doggett, Shirley Howard, and Richard Potter about KOAC-TV (the station which helped develop the "Oregon at Work" films.

Accession 2011:006 includes documentation of administrative activities such as the management of requests for permissions to use/publish archival imagery, compilation of data for an OCLC survey, arranging for the conversion of the personnel files database, and preparation for a visit by representatives of the Confederated Tribes of the Warm Springs on a trip to campus to sign a memorandum of understanding with OSU. This transfer also includes general correspondence and materials from the Faculty Senate Library Committee.

Accession 2011:097 includes procedures for handling employment verification requests, guidelines for creating a new collections of institutional records (also known as a record groups), and management of microfilmed personnel files. Also included in this transfer are materials collected from the Library Committee of the OSU Faculty Senate.

Accession 2012:030 consists of materials documenting the management and expansion of the Memorabilia Collection (MC) and includes correspondence, accession information, and finding aids/file inventories. The bulk of this transfer is made up of index cards created and maintained by the University Archives to provide a cross-reference system for searching the MC files by subject or name.

Accession 2013:051 contains materials generated and collected by the University Archives and is made up of correspondence, forms, handbooks, meeting minutes, notes, policy statements, reports, and survey materials. These materials document many other activities by Archives' staff including: the development of exhibits, organization of workshops, maintenance of campus records centers, handling of requests for permission to publish, assisting researchers in the reference room, planning of the move into the OSU Library in 2003, coordination of collection loans from other repositories, Northwest Digital Archives project planning, and involvement with state level heritage organizations such as the State Historic Records Advisory Board.

The publications consist of the OSU Record - the newsletter of the University Archives-- that was published in 1991-1998.  The newsletter includes announcements pertaining to the archival and records management programs in the University Archives - especially new collections, exhibits, and guidance regarding records retention, filing systems, and transfers to the archival collections.  The OSU Record was published 1-3 times per year during this time period.

Biographical / Historical Notes

The University Archives was established in 1961 with Harriet Moore appointed as the first Archivist for the University. In 1966 the records management component was added to the program. Serving as technological predecessor to the world wide web, the OSU Archives Gopher provided access to collection descriptions and other text files on the internet from June 1993 through March 1997. From 1972 to 2000, the Archives operated as a unit of the Department of Budgets and Planning, but later in 2000 the office returned to the administrative management of the University Libraries, where it resides today.

Northwest Archivists, Inc. is a regional professional organization for archivists covering the states of Oregon, Washington, Idaho, Montana, Alaska. OSU Archives staff members Michael Holland, Larry Landis, and Elizabeth Nielsen all served on the Local Arrangements and Program Committees for the organization.

Some of these records held in this collection reflect the first twenty years of the records management program at OSU. The processes documented in these forms was made obsolete by the implementation of the general records retention and disposition schedule in 1987.

In Fall 2011, the University Archives merged with the OSU Libraries Special Collections. University records are now managed within the merged department, the Special Collections & Archives Research Center.

Administrative Information

More Extent Information: 16.2 cubic foot boxes, 13 document boxes and 8 file folders

Statement on Access: This collection is open for research.

Preferred Citation: University Archives Records (RG 220), Oregon State University Special Collections and Archives Research Center, Corvallis, Oregon.

Processing Information: This collection is not fully processed and a complete finding aid is not available at this time.

Other URL: A preliminary container list was created for this collection on or before November 14, 2014.


Oregon State University. University Archives

People, Places, and Topics

Oregon State University. University Archives
University History

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