CARDIFF UNIVERSITY
INSTITUTIONAL ARCHIVE COLLECTION POLICY
1
INTRODUCTION
1.1
The Institutional Archive is an official component of the University’s records
management programme as outlined by the University’s Records
Management Policy. It is maintained by the Governance & Compliance
Division (GOVRN) within the University’s Registry, Governance & Students
Directorate and is managed by the University Records Manager.
2
SCOPE OF THE POLICY
2.1
Cardiff University’s Institutional Archive collects and preserves records
generated by or relating to Cardiff University and its predecessor bodies
which make a significant contribution to the understanding of the
University’s history, the environment in which it has operated and the
impact that it and its alumni have made on the wider world. Such records
include:

records generated by the University’s governing bodies, divisions and
schools in the course of their everyday business including research and
teaching;

records generated by individual members of staff and students;

records generated by other parts of the University community such as
student associations, clubs and societies.
2.2
Records in all formats are accepted however the Institutional Archive
reserves the right to transfer material for which it does not possess the
appropriate storage facilities to a specialist repository.
3
COOPERATION & COLLABORATION
3.1
Special Collections and Archives (SCOLAR) within the Information Services
Directorate (INSRV) also maintains an archive to support the University’s
core research and teaching programmes and to collect the personal papers
of academic staff. The Institutional Archive will work closely with the
University’s Special Collections and Archives to ensure collaborative working
between archives across the University.
3.2
The Institutional Archive will also seek mutually beneficial partnerships with
key related public archive repositories, including the Glamorgan Record
Office and the National Library of Wales, to avoid unnecessary overlaps and
duplication of effort.
4
ACQUISITION
4.1
Records will normally be identified via regular retention scheduling
procedures and/or other appropriate guidance available to staff in cooperation with the University’s Records Manager and transferred to the
Institutional Archive.
4.2
The Institutional Archive will accept gifts of records from members of the
public and former staff and students. Donations will be accepted in line
with the Institutional Archives terms of gift and bequest.
4.3
The Institutional Archive reserves the right to refuse any material which it
does not consider to be worthy of permanent preservation.
4.4
The Institutional Archive may also occasionally acquire records by purchase.
5.
SELECTION & DISPOSAL
5.1
The Institutional Archive reserves the right to appraise collections and to
dispose of material which does not meet its criteria for permanent
preservation. If the material has been donated this will be done with the
knowledge and consent of the donor. Records not considered worthy of
permanent preservation will either be returned to the donor, transferred to
a more appropriate repository or confidentially destroyed, depending on the
express wishes of the donor.
5.2
The Institutional Archive accepts the principle that there should be a strong
presumption against the disposal by sale or otherwise of any archival
material in its ownership.