University Archives Policy
The following types of records are maintained in the University Archives:
- Legal documents (e.g., charters, constitutions, by-laws), policy statements, and reports (along with their supporting documents), minutes, substantive memoranda, correspondence, and subject files for Vanderbilt University's:
- Board of Trust;
- Chancellor, academic, legal, financial, student affairs, and administrative officers;
- Deans of schools;
- major academic and administrative committees, including Faculty Senate.
- Reports of:
- self-studies and accreditation visits;
- annual budgets and audits;
- offices of admission, institutional research, university relations-public relations and development (fundraising);
- research projects, including grant records.
- Records of:
- departments, e.g., minutes, reports, syllabi, faculty vitae, and sample test questions;
- retired, resigned, terminated, or deceased personnel the school employed;
- the registrar, e.g., calendars and class schedules, non-current student transcripts, enrollment records, graduation rosters, and other reports issued on a regular basis;
- academic, honorary, service, and social organizations of students, faculty, administrators, and staff on campus.
- All publications, newsletters, posters, or booklets about or distributed in the name of the institution or one of its sub-units, e.g., books, posters, magazines, catalogs, special bulletins, yearbooks, student newspapers, university directories and faculty/staff rosters, alumni magazines, lecture series, and ephemeral materials.
- Special format materials documenting the operation and development of the institution, such as:
- audio, audiovisual and multimedia productions - still photographs, slides, negatives, motion picture films, audio and audiovisual cassettes;
- oral history interviews with their transcriptions;
- maps, blueprints, and plot plans of the campus and its buildings.
- Ph.D. and M.A. theses and dissertations.
- Electronic records and descriptive aids for maintaining access to the records.
- Artifacts relating to the institution.
- Records and papers produced by school-related organizations, groups, and individuals while actively connected with the school, such as private papers of faculty members produced while working with or for the school; as well as manuscript collections related to the school.
University Archives and Medical Center Archives
A distinction should be made between the University Archives and the Medical Center Archives. The Medical Center Archives are housed in and maintained by the Eskind Biomedical Library. We primarily serve the university community, while the Medical Center Archives primarily serves the hospital and medical school.