Historical Archives Collection Policy

Policy overview

1 Purpose

To provide guidance on the management of the University's Historical Archives Collection (Historical Archives) to assist and enable the University to meet its Regulatory Compliance Obligations and its business needs.

The Historical Archives preserves the memory of the University of Southern Queensland and ensures the University is able to build on its significant achievements.

2 Scope

This policy applies to University Members, Research Workers and Students.

3 Policy Statement

The University recognises the Historical Archives as a valuable corporate and community asset and is committed to achieving appropriate and ongoing management of this asset to support University business activities.

The Historical Archives collects, maintains and publicly exhibits records and Artefacts relevant to the University's development and growth, over time. This policy provides guidance on the donations which will be accepted into the Historical Archives and how these items will be managed.

4 Principles

In the management of the Historical Archives the University is committed to:

  • documenting and maintaining a secure Collection recording as many aspects as possible of the University's history;
  • preserving the University memory for research and public access purposes;
  • responsible collection, cataloguing and housing of historical materials of a wide variety of formats underpinned by best practice standards and maintained under quality managed conditions;
  • implementing and maintaining a secure and robust Information system to support Collection management processes, including access and retrieval of items;
  • providing a strategic approach to the collection and maintenance of historically significant materials relating to all campuses of the University and to the University's engagement with its communities;
  • supporting University business activities through provision of research facilities, exhibitions and rotational themed displays.

The Historical Archives will be:

  • reflective of the history of the University, its diverse activities and community linkages;
  • managed and housed responsibly in accordance with the provisions of the Historical Archives Collection Procedure;
  • accessible to the University and broader communities;
  • appropriately insured in accordance with the provisions of the Insurance Policy and Insurance Procedure.

5 Collection Charter

The Historical Archives collects and preserves the University's corporate and social history and covers a variety of themes including, but not limited to:

  • institutional history and memory
  • the role of distance education in the institution's development
  • research and innovation
  • material about significant cultural facilities such as the Japanese Garden
  • early Student and Employee publications as these reflect the social history of the institution
  • the way technology use has changed since establishment
  • the association between this institution and its communities.

6 References

Cobb & Co Museum. (2018). Cultures and Histories Collections [Accessed 25 Mar. 2018].

Griffith University. (2015). Griffith Archive Collection Policy [Accessed 25 Mar. 2018].

National Archives of Australia. (2018). Managing Our Collection [Accessed 25 Mar. 2018].

Queensland Museum. (2016). QMN Collection Policy [Accessed 25 Mar. 2018].

Queensland University of Technology. (2018). F/6.1 Records management [Accessed 25 Mar. 2018].

University of Queensland. (2017). 1.60.05 Archives [Accessed 25 Mar. 2018].

7 Schedules

This policy must be read in conjunction with its subordinate schedules as provided in the table below.

8 Policy Information

Subordinate Schedules

Accountable Officer

Executive Director (Corporate Management Services)

Responsible Officer

Manager (Corporate Records)

Policy Type

Executive Policy

Approved Date

6/11/2018

Effective Date

6/11/2018

Review Date

6/11/2021

Relevant Legislation

AS ISO 15489.1:2017

Evidence Act 1977

Higher Education Standards Framework 2015 - Domain 7

Information Privacy Act 2009

Public Records Act 2002

Records Governance Policy

Information Standard 18: Information Security

Information Standard 34: Metadata

Right to Information Act 2009

General Retention and Disposal Schedule (GRDS)

University Sector Retention and Disposal Schedule

Related Policies

Administrative Access Scheme Policy

ICT Information Management and Security Policy

Insurance Policy

Privacy Policy

Records and Information Management Policy

Right to Information Policy

Related Procedures

Administrative Access Scheme Procedure

Historical Archives Collection Procedure

Information Asset and Security Classification Procedure

Insurance Procedure

Records and Information Management Procedure

Research Data Management Procedure

Right to Information Procedure

Related forms, publications and websites

Corporate Records

National Archives of Australia

Queensland State Archives

Records and Information Management Framework

USQ Cultural Gifts

USQ Historical Archives

Definitions

Terms defined in the Definitions Dictionary

Information

Any collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form....moreAny collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form.

Regulatory Compliance Obligation

An external obligation provided in Regulatory Compliance Instruments....moreAn external obligation provided in Regulatory Compliance Instruments.

Research Worker

Any person/s involved in Research Activities at, or on behalf of the University. This includes, but is not limited to Employees, Students, visiting scholars, research partners, research affiliates, holders of Honorary or Adjunct positions and research ethics committee members....moreAny person/s involved in Research Activities at, or on behalf of the University. This includes, but is not limited to Employees, Students, visiting scholars, research partners, research affiliates, holders of Honorary or Adjunct positions and research ethics committee members.

Student

A person who: has been Admitted or Enrolled in an Academic Program at the University, but has not yet graduated from the program; or has been Enrolled in a Course at the University but has not yet completed the Course....moreA person who: has been Admitted or Enrolled in an Academic Program at the University, but has not yet graduated from the program; or has been Enrolled in a Course at the University but has not yet completed the Course.

University

The term 'University' or 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' means the University of Southern Queensland.

University Members

Employees of the University whose conditions of employment are covered by the USQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; Members of the University Council and University Committees; Visiting and adjunct academic...moreEmployees of the University whose conditions of employment are covered by the USQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; Members of the University Council and University Committees; Visiting and adjunct academics; Volunteers who contribute to University activities or who act on behalf of the University; Individuals who are granted access to University facilities or who are engaged in providing services to the University, such as contractors and consultants, where applicable.

University Record

Any recorded information created or received that provides evidence of the decisions and activities of the University while undertaking its business. This is irrespective of the technology or medium used to generate, capture, manage, preserve and access those records....moreAny recorded information created or received that provides evidence of the decisions and activities of the University while undertaking its business. This is irrespective of the technology or medium used to generate, capture, manage, preserve and access those records.

Definitions that relate to this policy only

Artefact

Objects, not being records, retained because of their informational value or because of their relationship with the records or archives.

Source: The Australian Society of Archivists

Collection

Documents or material of any kind that have accumulated as part of the normal activity of an organisation, business or individual and been kept as a unit in an archival repository.

Keywords

Record No

13/283PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

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