Student Organizations
Your organization’s records have historic value! The University Archives encourages donations of materials that document the history and evolution of student life at the university. This includes records of student organizations and clubs.
What does the University Archives collect?
Students in the Student Association office, circa 1980s
The Archives collects and preserves records such as:
- Bylaws and governing documents
- Minutes and notes of meetings
- Annual reports
- Correspondence (including email!)
- Websites/blogs/social media pages
- Membership lists
- Handbooks
- Posters and flyers
- Photographs (digital and print!)
- Audio and video
- Planning documents
- Scrapbooks
- Speeches
- Calendars of events
What to do while the records are still active (in use)
- Keep your records organized and in a central place; in folders, arranged by date or by topic
- Keep your records in a safe place, away from water, sun, food
- Think about keeping a copy of posters, fliers, and other types of materials that are only in use for a short time
- Save two copies of digital files, each in a different location (on an external hard drive or in cloud storage)
- Be consistent naming your digital files
- Use descriptive file names and consider including the date of creation in the name
- Websites and social media are not permanent. Save a copy of images, text, and video that you post online!
What to do when the records are inactive (no longer in use)
- Your records may become inactive at the end of each semester, academic year, or when your organization has a change in leadership
- Maintain the file arrangement that you implemented while the records were active
- When in doubt, keep it!
- Consider donating records to the University Archives. University Archives staff are here to help!