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EIU Office of Internal Auditing

#187 - University Archives

Approved: January 12, 1994

Monitor: President

The University Archives, housed in Booth Library, is the official depository for all university publications and records of historical and research importance.

The Archives shall include records of administrative offices, faculty and student organizations, University publications, student newspapers and yearbooks, faculty and staff publications and papers, photographs, oral history tapes and memorabilia relating to the University. These records shall include correspondence, documents, files, manuscripts, photographs and other materials of historical and research value pertaining to the activities and functions of the University.

The University Archives may also include personal and professional papers and manuscripts of administrative and academic staff members.

To the extent possible and with the approval of the University Archivist and Dean of Library Services, the Archives may also include manuscript collections, records and other materials of regional historical importance even though these materials may not be directly related to the University or its history.

University Records

All records of permanent value but no longer in active use shall be sent to the Archives through the Records Retention Office.

The secretary of all councils, boards, committees and similar bodies shall send copies of their minutes to the Archives on a regular basis.

Office, departmental, college, and organizational newsletters shall be sent to the Archives as part of their normal distribution.

Officers having custody of these records shall determine their continuing administrative or legal need for them on the basis of the Records Retention Schedule approved for their unit. With the assistance of the Records Retention Office, the University Archivist shall determine their historical value and arrange for the systematic transfer of those records deemed worthy of preservation to the University Archives.


All records are processed, classified and arranged under the supervision of the personnel in the University Archives.


Records in the University Archives are available to the University community for research or reference unless the originating office has placed restrictions on the public use of its records. In this case, prior permission must be obtained from the originating office.

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