University Archives Procedure (MPF1113)
GOVERNING POLICY
This procedure is made under the University Archives Policy.
SCOPE
This procedure applies to all staff, donors and users of archival records held in the University of
Melbourne Archives.
PROCEDURE
1. Acquisition of University records
1.1
University records are transferred to the University of Melbourne Archives (UMA) by
Records Services staff (see Records Retention and Disposal Procedure). Records must only be
transferred directly to UMA from other areas of the University after consultation with Records
Services and Archives staff. Archives staff will consult with Records Services staff about the
transfer of personal papers that may contain official University records.
2. Acquisition of non-University records
2.1
UMA acquisitions are made in line with the collection focus documented in the University
Archives policy and the UMA website. People or organisations outside the University interested in
depositing archival material consistent with this focus should contact University Archives to
discuss their proposed deposit.
2.2
A UMA archivist will appraise the records and determine whether to recommend
acquisition to the University Archivist, who will make the final decision.
2.3
Some records may be accepted only if supported with a donation towards the costs
associated with the long-term care of the material.
2.4
The archivist and the donor will prepare a donation agreement (e.g. a certificate of
transfer) which documents the agreed deposit and access arrangements.
2.5
Once the donation agreement has been signed, the donor will transfer the records (see
Guide to Transferring Records).
3. De-accessioning
3.1
Records may be de-accessioned by approval of the University Archivist. De-accessioning
is subject to the University’s Records Retention and Disposal Procedure and Records Disposal
Authority, Cultural Collections de-accessioning policy and procedures and to any relevant
provisions in the donation agreement.
4. Access to archival material
4.1
No-one may access material held in the archives before completing and signing a form
showing: name, address, occupation, subject of enquiry, material made available, date of access,
authority for access (where applicable) and an undertaking to fulfil the requirements of the
Archives Policy and Procedure. (Request for Access, Request for Material and Deed of
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Undertaking forms are available from the Cultural Collections Reading Room or the UMA
website)
4.2
UMA staff will process approval of access, in accordance with (as appropriate):
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the Records Access Procedure for University records
provisions of the donation agreement for non-University records
approval of the University Archivist where no donation agreement exists for nonUniversity records.
4.3
For non-University records, the donor or their authorised representative may have access
to their records providing sufficient notice is given to allow retrieval of material..
4.4
Access to archival records is given in the Cultural Collections Reading Room in the Baillieu
Library. Access must be in accordance with the repository rules in Regulation 8.3.R5 – Melbourne
University Archives Rules.
4.5
The University Archivist may grant access to archival records at an off-site repository in
special circumstances.
4.6
Information on material requests timelines, access limits, and material holding periods is
available from the Cultural Collections Reading Room and the UMA website.
4.7
Where records are on long-term loan, the donor may remove small numbers of records, on
the expectation that they will be returned to the UMA when their use is completed. The donor is
responsible for courier costs.
5. Copying and use of archival material
5.1
Requests for copying for research purposes must be made on the appropriate form
available from the Cultural Collections Reading Room or the UMA website.
5.2
UMA staff may also refuse copying requests for fragile items, as a preservation measure.
5.3
Copying, publishing and other use of materials is subject to copyright legislation. Copyright
requests must be made to the copyright owners of the archival material. For more information,
see the copyright information sheets available from the Cultural Collections Reading Room or the
UMA website.
5.4
For University records, copyright requests must be made to the University’s Intellectual
Property Officer.
5.5
Materials from the University Archives must be cited as follows:
University of Melbourne Archives
Full collection name
Accession number
Item/series number
Description and date of item
[for collections not fully listed]
University of Melbourne Archives
Full collection name
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Accession number
Box number [where appropriate]
File title [where available]
Description and date of item
RELATED DOCUMENTS
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Regulation 8.3.R5 – Melbourne University Archives Rules
Records Management Policy
Records Management Procedure
Records Access Procedure
Records Retention and Disposal Procedure
DEFINITIONS
Donor
A person or organisation (outside the University) who deposits material in the
archives.
Record
Recorded information, in any format (e.g. electronic, paper, image).
University record
Any record created or received by staff of the University in the course of conducting
their University duties.
Records Retention and The University document that sets out requirements for retention and disposal of all
Disposal Authority (RDA) types of records, in line with legislative requirements and University business
needs.
Disposal class
A group of records that document the same activity or transactional process, and
have the same disposal action under the RDA.
Permanent University
University records designated by the RDA to be retained permanently.
records
RESPONSIBLE OFFICER
The University Archivist is responsible for the development, compliance monitoring and review of
this procedure and any associated guidelines.
IMPLEMENTATION OFFICER
The University Archivist is responsible for the promulgation and implementation of this procedure
in accordance with the scope outlined above. Enquiries about interpretation of this procedure
should be directed to the Implementation Officer.
REVIEW
This procedure is to be reviewed by 28 February 2015.
VERSION HISTORY
Version
Approved By
Approval Date
Effective Date
1
Provost
30 August 2012
30 August 2012
Sections Modified
New version arising from the Policy
Simplification Project. Loaded into MPL
as Version 1.
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