University Archives
1. PURPOSE
This policy identifies the functions of University Archives at Brigham Young University–Hawaii ("BYU–Hawaii" or "university"). It defines which records are collected and which are not, and codifies access and restriction to these materials.
2. POLICY
University Archives is the official depository of university records of historical and continuing value in printed and electronic form that are produced by university administrators, faculty, staff, and student organizations in the regular operations of the university. The functions of the archives are to protect the evidential and informational value of these records and to preserve, arrange, describe, and make them available for present and future use. These functions allow for university administrative officers and staff, as well as scholars and researchers, to find useful and reliable information concerning the history of Brigham Young University–Hawaii.
3. IMPLEMENTATION
Archival Records Retention and Access
Official records of all university entities are defined by and retained according to the university’s General Retention Schedule. (See Information and Records Retention Policy). Records of historical or continuing value are then transferred to University Archives to be available for research.
University Archives promotes open and equitable access to university records contained within University Archives while protecting individual privacy and confidential or proprietary information.
Highly Confidential Records
Highly Confidential Records are held by the originating organizational unit. Highly Confidential Records are not available for research purposes and should not be transferred to University Archives. The originating organizational unit retains the right to access its own Highly Confidential Records and may designate staff members to access them. Representatives from the Office of the President and the Office of the General Counsel may access Highly Confidential Records to conduct university business.
The following types of archival records are considered highly confidential and are restricted:
- Records containing information, the disclosure of which would constitute a clearly unwarranted invasion of personal privacy of a living person;
- Records containing confidential business and financial information;
- Records containing confidential employment, personnel, or personal information;
- Records relating to investigations;
- Records restricted by statute, regulation, executive order, or court order;
- Records containing information regarding confidential decision-making; and,
- Records containing sacred content.
Confidentiality of records in University Archives is determined by the originating office. (See Information and Records Retention Policy.) Access to university records held in University Archives is also restricted for the following time periods:
- Fifty years from the date of creation for office of the president and university vice president records
- Twenty-five years from date of creation for deans’ council, university committee, administrative office, college, and department records.
Requests to access restricted materials in University Archives should be submitted to the university archivist. The Office of the President and the Office of the General Counsel may access restricted records in accordance with established procedures. Originating offices retain the right to access their own restricted records and may designate staff members to access them. If other researchers (including university staff outside of the originating unit) request access to restricted records, they must obtain permission from the head of the unit that created the records or its successor.
Unrestricted records are available for research purposes.
University and Student Publications and Printed Materials
University Archives is the official depository for university and selected student publications. Ideally, one copy of every item published by or for a university organization in printed or electronic form should be preserved for University Archives, including material printed both off and on campus. Examples include presidential reports, university catalogs, forum and devotional addresses, commencement programs, selected student publications, and department and college publications.
No restrictions are placed on the use of these records for research purposes.
Faculty and Professional Papers
University officers and faculty may also preserve selective personal and professional papers. Records such as research files, correspondence, lecture notes, and personal journals that have lasting historical value may enrich the university’s record of its history. Individuals are encouraged to consult with University Archives personnel to ascertain the pertinence and value of their papers for archival preservation.
The proper procedures for making changes to this policy are given in Table 1 of the Academic Governance Policy as follows:
Major Revision: Category G
Minor Revision: Category O
Elimination: Category G