Once you have identified the records to keep, whether on your own or with the University Archivist, the next step is determining how to maintain them. To best preserve your records, be sure to keep them in a dry, cool place which does not fluctuate. Archives like to live where we do - so not in a basement or attic. Moisture, heat, excessive cold and light can damage the materials. Also try not to store it directly on the floor in case the area floods.
You will also want to think about how to organize these materials. How did you originally use them - for example, were they chronological by date or alphabetical? It will save you time and be best in the long run if you maintain this organizational structure.
No matter where the records are stored, they should be kept together and arranged in a way that works best for your group. It is important to label all files with the full name and date of the topic documented within. For photographs and scrapbooks, this includes identifying as many of the people depicted as possible. Gather as much information as you can while the people who worked with or created the materials are still there. If you are able to create a list, spreadsheet or inventory of some kind this will also help those in the future identify materials of interest.
The Special Collections Research Center carefully preserves collections of written, visual, and audio material created by private citizens, university departments, and organizations. Our goal is to ensure that these personal, family, and organizational papers will be available for research. Although the library cannot accept everything that is offered, we welcome the chance to review material. If it is not appropriate for our repository, there may be another place to which we can refer you.
More information is available through the collection development policy. University departments can also review this page for more information.
