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(1) The University will develop, preserve, exhibit and provide access to its archival collections for the purposes of preserving the University’s own historical records, and supporting its teaching and research programs and knowledge transfer agenda. (2) The roles of the University Archives are: (3) Records and Archives Services (RAS) is responsible for the management of the University Archives. (4) Refer to the Records Management Policy. (5) Refer to the Records Management Policy. (6) The University Archivist is responsible for determining and implementing the La Trobe University Archives collection development strategy, within the context of relevant legislation, available space and resources, and the collections of other institutions. (7) As such the primary focus of collection development will be: (8) Material may be acquired through: (9) Records of Continuing Administrative Value - University records that are required to be retained in accordance with Public Records Office of Victoria (PROV) standards so as to meet the minimum regulatory and legal requirements. (10) Records and Artefacts of Historical Value - University records and the records and artefacts of organisations and individuals that are of historical significance to the University. These records and artefacts should not only help to document significant moments in the history of the University and its antecedent institutions, but should also provide some unique insight into University life in general and the varied experiences of the University community. (11) Records and Artefacts not accepted by the University Archives: (12) Those records and artefacts appraised by the University Archivist as not meeting the Criteria for Acquisition. (13) The University Archives will accept most formats including works on paper, audio and film (tape), digital recordings, photographs and where possible and appropriate, clothing and equipment. The accessioning of individual items, particularly in cases where their format presents storage issues, will be considered by the University Archivist on their merit. (14) The University Archives requires that the issue of copyright be clarified prior to any acquisition. Transferral of copyright interest to the University Archives, or a licence to use, must be made in writing. (15) Records and Archives Services (RAS) is committed to making the records and artefacts of the University Archives available to La Trobe University staff and to members of the public. (16) To ensure their ongoing preservation, safekeeping and integrity, the records and artefacts of the University Archives must only be accessed in accordance with the University Archives Guide. (17) The University Archives will produce finding aids and other material concerning the University Archives and its collections, and make this information available to clients in appropriate print and/or digital formats. (18) The University Archives will promote an awareness of the need to preserve archival records suitable for use in the teaching and research programs of the University and those archival records which reflect the development and history of the University. (19) The University Archives will promote academic and research use of the University Archives. (20) The University Archives will provide research instruction in locating and using archival material. (21) For the purpose of this Procedure:Records Procedure - Archives Management
Section 1 - Background and Purpose
Preamble
General
Top of PageSection 2 - Scope
Section 3 - Policy Statement
Section 4 - Procedures
Collection Development
Methods of Acquisition
Criteria for Acquisition
Acquisition Format
Copyright
Access
Promotion and Education
Section 5 - Definitions