The Texas Collection is a special library, archival research center, and the University Archives that collects, preserves, and provides access to materials documenting the history, heritage and culture of Texas for the Baylor community and the public.
We achieve our mission by:
Core Values: The Texas Collection strives to provide
The Texas Collection was established in 1923 with a gift of 1,000 items from Dr. Kenneth Hazen Aynesworth and his wife Mrs. Wanda Brian Aynesworth. This special library and research center strives to maintain the vitality and relevance of its collection programs so it will continue to serve the teaching and research needs of the university now and into the future. The Texas Collection also serves as a Texas Regional Historical Resource Depository Library (RHRD), which receives records for eleven counties in Texas. It is the official repository for all records and publications of Baylor University that have enduring value.
Materials collected by the Texas Collection are primary and secondary source materials regardless of format in the nature of manuscripts, diaries, scrapbooks, photos, books, audio-video materials, sheet music, and maps. Collections will, to the extent possible, anticipate future research needs. Current collecting interests are listed below under Strengths of the Collection.
The Texas Collection primarily collects English-language materials. However, the institution possesses items in a variety of languages. Non-English language items will be collected when materials are deemed important and beneficial to the mission of the collection.
The Texas Collection has steadily grown over the last 88 years making it a significant special collection. The print collection consists of 132,000 volumes and the archival collection is in excess of 4,300 collections. The holdings occupy two floors of Carroll Library and four floors of Morrison Constitution Hall, an off-site storage facility.
Types of Materials
The following materials are kept in a variety of formats:
Strengths of the Collection
The Texas Collection has numerous strengths due largely to its unique origins and development. Materials in the collection range from Texas cookbooks to Leon Jaworski's Papers.
Texas Materials include:
The Texas Collection also participates in the Regional Historical Records Depository program, and has extensively cataloged vertical files.
Current Collecting Interests
Other Interests (When of enduring value to support researcher needs)
The Texas Collection actively seeks out collections either by donation or purchase to enhance our holdings. We seek materials and collections that build regional, national and internationally recognized collections, add significant rare and unique materials to the collections, and support academic programs.
Current Collecting Levels
Collecting levels for archival holdings are different for special collections than they are for print collections. The Library of Congress collecting level definitions in some way help with an understanding of levels, but again, cannot be taken as necessarily applicable to an Archival collection.
Library of Congress Collection Levels
The Texas Collection chooses to administer levels on the area of collecting priority. The archive collection levels are:
Area of the Collection Levels
5 Baylor University
3 Other Interests
Level 5 -collections are those most often received by gift or regular donation from Baylor and the Waco community. This includes University Archival material.
Level 4- collections consists of Texas and Texana materials and are sought out for their relevance, research usage and because they support existing collections in the archive.
Level 3 -collections are those that come to the Texas Collection by word of mouth, networking introductions, because of Texas Collection Web 2.0 programs, internet searches, or simply phone calls to see if we might be interested in the items.
Gifts and Donation Policy
The Texas Collection benefits from the generosity of alumni, faculty, and friends whose gifts enhance the quality and scope of our collection. We welcome and encourage gifts of selected materials that support the mission of The Texas Collection. Due to space limitations and the cost associated with processing acquisitions, The Texas Collection reserves the right to decline an offer of materials that duplicate items already in our collection, are in poor condition (especially if they exhibit signs of mold or mildew) , carry restrictions, or fall outside the scope of our collection. Materials that require considerable restoration or conservation, or unique storage can only be accepted if funds to support that activity accompany the gift.
The Texas Collection also reserves the right to dispose appropriately of materials that, after receipt, are deemed unsuited to the collection or contain sensitive information such as social security numbers or financial documents with active accounts.
Once donated, gifts become the property of The Texas Collection.
Types of Donations Desired
The Texas Collection is especially interested in donations relating to
The Texas Collection accepts donations of materials including, but not limited to:
Potential donors should contact the Director of the Texas Collection. They may also wish to consult the Society of American Archivists publications for further information.
Donations to The Texas Collections will be formally acknowledged in writing, and a record of the acknowledgment letter is maintained in our files. All donations should be accompanied by a Deed of Gift.
Since the mission of the Texas Collection includes preserving and providing access to its collections, staff will create finding aids and frequently digitize original materials. These materials may be made accessible on the Internet. Therefore, whenever possible, a donor who holds the copyright to original materials should assign nonexclusive rights to the Texas Collection. Donors who hold copyright include photographers; composers; authors of manuscripts, letters, and diaries; performers and the like.
The Texas Collection is not liable for infringement of copyright by patrons using our materials.
Valuation of Donations
It is important to note that it is the responsibility of the donor to keep accurate records describing the individual items donated and the value attached to each item. The Texas Collection does not provide itemized lists of donations, nor do we appraise gifts. However, we may be able to facilitate in locating an appropriate appraiser.
The IRS requires an independent appraisal if a donor plans to claim a charitable deduction above a certain value. Donors are encouraged to consult knowledgeable tax experts regarding current IRS regulations. IRS Publication 561, Determining the Value of Donated Property may be helpful.
Collection Development Policy
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:
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, administrators 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:
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.
Deaccessioning is the process of permanently removing items from the collection after they have been assessed and determined that they no longer fulfill the needs of the institution. Deaccession in special collections is governed by principles different than those in general library deaccession.
When considering deaccessioning, the following criteria must be met as reflected in these questions:
The Texas Collection upholds the following guidelines set forth by the Rare Book and Manuscripts Section of the Association of College and Research Libraries in the document, Standards for Ethical Conduct for Rare Book, Manuscript, and University Archives Librarians, with Guidelines for Institutional Practice in Support of the Standards
Guidelines for the Deaccessioning of Materials:
The following points must be taken into consideration: