SIMON FRASER UNIVERSITY
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    20...968
    14733-PC
    With the approval of President P. D. McTaggart-Cowan and
    the Senate Library Committee, a university archives is being established
    within the Library. The scope and purposes of the archives are outlined
    on the accompanying paper.
    In order that the records held in the archives may be as
    complete as possible, we are asking for your cooperation in depositing
    minutes, supporting papers, and other records that might be of historical
    value. You may prefer to send copies of working documents to the Archives
    at the time they are produced. The alternative method is to deposit
    ..
    amually all non-current material of the preceding year.
    I would be glad to hear from you, at your earliest convenience,
    in regard to the arrangements that can be made for deposit of your records,
    and the restrictions, if any, that you would wish placed upon the use of such
    material.
    DAB /mmb
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    UNIVERSITY ARCHIVES
    Early in 1965 the University Librarian brought up the question
    of collecting and preserving archival materials relating to the University.
    A meeting of the Committee of Heads accepted the proposal in principle,
    recognizing the fact that records of the initial developments at a university
    tend to be among the most valuable when one is preparing a history of the
    institution in later years.
    A.
    FACILITIES AND SECURITY
    The University Archives would be maintained as a section of the
    Library's Collections Division. The records would be preserved in a
    restricted access area. The materials deposited would be open to any
    . interested researchers, but files of confidential documents would be kept
    closed in locked steel filing cabinets,-
    .
    for the length of time agreed on by
    the depositor.
    B.
    MATERIALS TO BE COLLECTED
    Up to the present time, collecting has included newspaper clippings
    gathered after circulation to department heads, photographs of buildings
    and individuals, faculty publications, and student publications such as
    the newspaper and year book.
    Representatives from the Department of
    .
    -History and the Library have
    met to review the collecting of archival material and believe that there
    are many additional documents which should be brought together axtd pre-
    served. It is recommended that the following types of materials be collected:
    1•
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    1.
    Publications of the University: calendars, handbooks, etc.
    2.
    Minutes of Boards and Committees:
    Board of Governors and its committees.
    Senate and its committees, e. g.:
    Library
    Graduate Studies
    Graduate Admissions
    Undergraduate Admissions
    Honorary Degrees
    Scholarships, Awards and Bursaries
    Ad Hoc Committee on Examination Grading and Practices
    President's Committees, e.g.:
    President's. Advisory Council
    Committee of Heads [now Departments]
    Space Usage
    •
    Long Range Academic Planning
    Aesthetics
    Instructional Devices
    Faculty Council and its Committees
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    3.
    Records and University correspondence of the Chancellor,
    President's office and administrative offices
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    •
    • Records of the Faculty of Arts
    Faculty of Education
    Faculty of Science
    Minutes of departmental meetings
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    5.
    Departmental publications, e. g. Communications Cehtre:
    theatre programs and photographs of productions.
    6. Faculty publications: Books and periodical articles.
    7.
    Faculty correspondence
    8.
    Student publications
    Newspapers, year books, handbooks.
    Student society minutes and ephemera.
    Student club literature.
    9.
    Newspaper and magazine clippings, to be turned over by
    the Information Officer on a regular basis. University
    press releases.
    10.
    Photographs, recordings, tapes and films.
    11.
    Oral history of the growth and development of the University,
    from the experiences of the Chancellor, the President, the
    Academic planner, members of the first Board of Governors,
    Prime Minister Bennett, Minister Peterson, etc.
    We recommend that these materials be brought together in an Archives
    collection at the end of the third year of the University's operation, this being
    August, 1968. Thereafter, non-current materials of the previous year would be
    deposited annually. Some agencies might prefer to send copies of their minutes
    and proceedings to the Archives on a current basis.
    DAB/dcp
    February 21, 968

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