Subject Specialist: Suzanne Dubeau
Written by: Kent Haworth
Archives Acquisitions Policy
York University Archives acquires the archival records of the University and the private archives of individuals and organizations that complement research and teaching interests of York faculty primarily in the area of Canadian studies.
University Archives
York University Archives appraises, acquires, preserves and provides access to the records produced by the administration of the University and by the teaching, research and service functions of its departments, units and faculty members. These records are acquired as evidence of the actions and transactions of the University and its various constituencies in order to defend the legal interests of the University, to serve its policy- making units, and to document the history of York. Acquisition is not motivated by the need to support specific teaching or research programmes; rather, it is mandated by the basic fact that York exists as a corporate entity. Its component parts and individual faculty members produce records documenting actions and transactions in the course of their business and in pursuit of York's mission as a teaching and research institution. No other archives has a mandate to build an archive of records and documents which are pertinent to the operation of York University.
The acquisition and the completeness of the records of the University depend on the comprehensive and systematic records management programme informed by University policy governing the authorized retention and disposition of its records. Access to these records is also determined by the University and by contractual and statutory regulations related to access and privacy concerns. The policy of the archives is to acquire that small percentage of University records (1-3%) which are appraised to have continuing legal and evidential value, and as essential sources for York's corporate memory.
Private Archives
In addition to the records of the University, the Archives acquires archival records from individuals, from organizations, and from other institutions because these records compliment and enhance records already acquired, thereby adding strength to the teaching and research interests of the York academic community. Areas of interest include but are not necessarily restricted to: the personal and professorial records of selected York faculty and staff; records of Ontario organizations and Ontarians which are not collected by other archives.
Major themes which the Archives seeks to document through the acquisition of private archives can be summarized as Canadian women, Canadian writers, the arts, social reform, and the multi-cultural imagination. This includes, but is not necessarily restricted to: Canadian writers, playwrights, authors and poets, particularly those with an association to York as graduates or teachers; women's interests and organizations; fine arts related activities and organizations, particularly the graphic and performing arts, including documentary film-making, and dance company archives and the archives of dancers; and the archives of social action and urban reform movements.
The acquisition of records from private individuals and from organizations and institutions beyond the University is affected by the teaching and research needs of faculty and by the acquisition policies of other archive. Normally, York does not acquire materials which are directly within the collecting sphere of other archives. It is the policy of York's archives to work co-operatively with other archives in acquisition and preservation of Ontario's documentary heritage.
Chronological Coverage Major time period is post-confederation with particular emphasis from 1960.
Types of Materials
Archival records are acquired from the university, from its departments and faculty, and from organizations and individuals outside the University regardless of their physical form or characteristics, and arranged, described and preserved to guarantee their authenticity and continuing use.
Preservation and Appraisal
York University Archives is responsible for the long-term preservation of the material it acquires regardless of format or media. Preservation is accomplished by an appropriate combination of environment controls, materials and handling techniques, and conservation treatments.
Material offered to, or solicited by, the Archives is appraised and acquired according to the acquisitions policy of the archives, and the inherent potential of the material to support research and teaching at York. Retrospective appraisal of acquisitions may lead to the subsequent de-accessioning of collections which no longer fit within the collections mandate of the Archives. De-accessioning may be done if alternative repositories can be found for the collections and the donor/creator or his/her successor/heirs agrees to the proposed disposition.
Last updated 2000