A16.01.01 Archives

Policy Statement

Procedures/Rules

Policy Statement

The Douglas College Archives serves as the corporate memory of the institution with the acquisition, organization and preservation of records relating to the history, organization and function of Douglas College. The role of the Archives is to make available for use, and provide access to, the college's permanently valuable records. The Archives disseminates this information to those requiring access for research and college publicity on the historical origins of the institution. In addition records management services are provided to the college community for the effective management of current corporate records in conjunction with requirements of the Freedom of Information and Protection of Privacy Act.

Procedures/Rules Statement

1. The Department of Learning Resources is responsible for the Archives. When purging inactive files, College personnel should contact the Archivist in the Department of Learning Resources regarding procedure on disposition. Written instructions must be received from the donor if access to any archival material is to be restricted.



2. Documents covered by this policy include:
   1. Official records of Douglas College; that is, those records that are permanent and valuable and are created, received and accumulated by College personnel and the various governing bodies of the College. These records, which give evidence of the functions, policies and decisions of the College, may include:

      - correspondence
      - reports
      - agenda and minutes
      - registers
      - directives
      - announcements
      - publications
      - architectural and building plans,
      - documentary material in any media: video, tape-recordings, photographs, etc.

      and other material produced by the College.
   
   
   2. Semi-official records of Douglas College may be kept as they relate to the historical development of the College; that is, records of College related activities such as those of the Students' Union and Faculty Association, papers of staff and faculty (when donated), publications of student, administrative and faculty groups, and programs and schedules of college events.
   
   
   3. Non-official records of Douglas College (organized as Manuscripts) may be kept as they relate to the historical development of the college; that is, records of groups, individuals, or activities associated with, but not part of, the College.



3. Documents which may be excluded from this Policy:

Some student records, personnel records and financial records may be retained in records centres by their office of origin.