Archives and Special Collections Policy

Sullivan Family Library
Chaminade University of Honolulu
ver. March 2010

Accessioning Policy

The Sullivan Family Library Archives and Special Collections at Chaminade University is the repository for non-current records documenting the history of the University. The archives collects materials that support and further research of the history of the University and, to a lesser extent, the surrounding region.

The types of records appropriate for inclusion in the Archives include:

• Accreditation reports and supporting documentation
• Agenda and minutes of meetings
• Annual reports
• Audiovisual materials such as photographs and recordings relating to campus activities
• Brochures or ephemera regarding campus events
• Budgets
• University publications
• Committee reports
• Correspondence and memoranda
• Records documenting student organizations and activities
• Records of campus buildings such as architectural drawings, maps and plans
• University catalogs
• Yearbooks

The Archives may include artifacts and memorabilia related to the University's history if they are of great importance and of manageable size and condition. Archival quality containers, folders, and other storage material will be employed to house items. To enhance the research use of materials, collections will be arranged, described, cataloged, and processed in accordance with nationally recognized library and archival standards.

Each item accepted for the archives must be processed in some way for purposes of evaluation, sorting, classification, cataloging, and storage. Because of resource limitations of space and time, the library will review material prior to processing to ensure that it is expending its resources wisely. Material that is not suitable for the Archives or is considered to require too much effort for return may be declined, disposed of, or given away. Duplicates and materials that do not reflect the subject areas or types of materials collected by the Archives may be deaccessioned according to established guidelines.

Special Collections

New collections that support the mission of the University will be considered. These materials should be of sufficient significance to warrant their long-term placement in the Archives. Chaminade University library will only accept items when they are donated free and clear of restrictions, such as restrictions on usage, secure storage, or future disposition. In addition, the library will not accept collections on loan. Gifts of materials will be accepted with the understanding that, upon receipt, the library becomes the owner of the materials. A gift agreement will be discussed with the donor, and signed by all parties upon transfer of the materials. A gift appraisal for tax purposes is the responsibility of the donor. The library will acknowledge the number of items donated, but cannot legally provide an appraisal or estimate of the value of the donated material.

To further the use and awareness of its collections, the Archives reserves the right to include unrestricted materials in exhibitions and publications in accordance with accepted archival procedures and practices.

Access Policy

The holdings of the Archives and Special Collections will be available for use by administrators, students, faculty, staff, alumni and the general public for research under the following conditions:

• Archival materials are non-circulating and may be used only in designated library areas. Records must be kept in the same order in which they are found.
• Archival records are not to be altered or marked in any way.
• Use of materials in the Archives and Special Collections is governed by applicable copyright laws. It is the responsibility of the researcher to obtain all necessary copyright permissions to quote or publish any material located in the Chaminade University Library Archives.
• Chaminade University Library reserves the right to restrict access to any or all of its records to researchers.

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