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The University Archives at The Texas Collection serves as the secure repository for Baylor University records. Its principal function is to collect, preserve, and provide appropriate access to records of enduring value related to the history of Baylor University. In general, records have enduring value if they contain evidence of University policy, organization, planning, decisions, operations, procedures, or if they have other significant informational value.
The University Archives collects the following materials, regardless of format:
- Records of the Board of Trustees
- Records of the Board of Regents
- Records of former presidents, deans, departments, and committees-including correspondence, contracts, minutes, reports, publications, photographs, policies and procedures
- Annual reports
- Self-studies and accreditation visits
- University publications, newsletters, catalogs, yearbooks, etc.
- Published and unpublished materials that document all aspects of the Baylor community, including events, student life, and the physical campus
- Dissertations and theses
- Selected artifacts relating to Baylor University (as space permits)
The University Archivist is the official custodian of records housed in the University Archives.
University Archives does not accept records currently in use by Baylor University offices and departments. Only inactive records may be transferred to the University Archives. Records sent to the University Archives that do not fit the mission of the University Archives will not be retained.
Other materials related to Baylor University
Personal research and papers of faculty, students, and alumni which are not related to the official operation of the university are considered the private property of the individuals who created them and are not deposited into the University Archives. They may, however, be donated to The Texas Collection by faculty, adminstrators and others associated with the University in accordance with our Gift and Donation Policy.
Additionally, The Texas Collection may accept, as part of its general collection, donations of documents, photographs, and memorabilia that record the history and culture of Baylor University, including the records of organizations related to faculty, students, and staff. The Texas Collection may also collect records that are about Baylor University and members of the BU community, even if these materials were not created by persons associated with Baylor.
Guidelines for the Transfer of Records to the University Archives:
- All files should be boxed in the order in which they appear in the file drawer. That is, when removing files from a file cabinet to a box, please ensure that the files and their contents remain in their original filing order, and that boxes are numbered sequentially.
- Please compile an inventory of the materials being sent to the University Archives and include this documentation with the materials. Fill out the Transmittal of University Records form.
- Contact the University Archivist via email so that we may expect your records and include a copy of the inventory, the completed Transmittal of University Records form, and your contact information in the e-mail.
- Boxes should be full-that is, with less than 1/2 inch of space remaining (PLEASE DO NOT OVERSTUFF BOXES).
- Use plain manila folders (not expandable folders), whenever possible.
- Records should be in folders with legible labels securely attatched to the folders.
- The folder label should reflect the contents of the folder.
- Remove extraneous fasteners (e.g., binder clips, rubber bands and paper clibs) wherever possible.
- Materials housed in binders should be removed from the binder and placed in a folder prior to boxing.
- All boxes should be numbered in sequential order and by reference to the total number of boxes to be transferred (e.g., 1 of 10, 2 of 10, etc.) Affix a completed Records Transfer Box Label to each box.
Please note: Your office may have copies of documents that were not produced by your office but were distributed University-wide. Do not send these items to the University Archives. These documents should be sent to the University Archives from the office of origin. We seek only documents related to your core program activity.
Do not include any credit card information in materials sent to the University Archives.
It is the responsibility of the office or department to arrange and pay for the transport of materials to the University Archives in Carroll Library.