A Finding Aid for the University Archives Task Force Records 1989-1993

Collection Summary

Collection Title: University Archives Task Force Records

Creator: Ferris State University. Archives Task Force.

Dates: 1989-1993

Abstract: The Archives Task Force was formed to advise the Vice President for Academic Affairs and the President on the management of historical records between February-December 1993. The records in the collection consist of correspondence, membership lists, minute, reports and a cancelled search for a University archivist position.

Quantity: 0.15 cubic feet; 1/3 Hollinger box

Identification: UA 31.10.6

Repository: Ferris State University Archives and Records Management Program

Historical Note

A task force was formed in February 1993 to make recommendations to the university regarding archival policies. This task force was created while a National Historical Publications and Records Commission grant funding the creation of an archival program was being reviewed. The grant was unsuccessful, but the committee continued to evaluate archives programs and set the standards and goals for the Ferris program.

The task force was comprised of members across the university community. Chaired by library dean Lawrence McCrank, the other members were: Isabel Barnes, Mike Cairns, Mitzi Day, Richard Gould, Larry Hanson, Edwin Harris, Geraldine Hurt, Dave Lerew, Larry Martin, Mark Schuelke, Gerald Slywka and Felix Unaeze.

In January 1993, approval had been given for the search for a full-time university archivist as a library position. There was some discussion over whether this was to be a faculty-line or administrative position. Because of budget issues, the search was cancelled in March 1993. The staffing of this position was a critical component to the task force report but President Helen Popovich asked the task force to continue to write policies and procedures.

In December 1993, the task force submitted a final report to the university administration. This document gave the archives a broad mandate for the collection of official university records, personal papers of relevant individuals, and manuscript collections. Sections of the report included: administrative structure, authority, acquisitions, appraisal, processing, access, services, personnel and facilities. The official response to this report has not been found.

Scope and Content Note

The University Archives Task Force served as a university wide advisory group to make recommendations to the Vice-President for Academic Affairs and to the President for the creation of policy relating to the archives, and for the hiring of a full-time archivist. No agendas or minutes remain of the task force, but correspondence sent out by the chair give a progression of events. Records also include additional drafts and supporting documentation for the final report.

The records are arranged into a single series. Some folders contain different parts of the final policy such as administrative structure, and collection development policies. The final report was entitled Policy Recommendations. There is also documentation about the concurrent and subsequently cancelled search for a University Archivist.

Arrangement

The papers are divided into a single series.

Access Information

Conditions of Access

The University Archives Task Force Records are open for research to all users in accordance with University Archives and Records Management access policies. It is available in the reading room of the Ferris State University Archives.

Conditions of Use

Requests for permission to publish material should be directed to the University Archivist. It is the responsibility of the researcher to identify and satisfy the holders of all copyrights.

Copyright interests for this collection have been transferred to Ferris State University. For more information, contact the University Archivist.

Subject Headings

Below are a list of names, organizations and subjects relating to the collection. Names have been taken from Library of Congress Authority headings whenever possible.

Related Materials

None specified.

Administrative Information

Citations

Footnotes and bibliographic references should use the following format:
[Item], Folder, Box. University Archives Task Force Records. Ferris State University Archives. Big Rapids, Michigan.

Provenance (Acquisition Information)

These records were collected by Archives Coordinator Larry Martin, task force member, and by Dean Lawrence McCrank of the library, who served as the task force chair. Materials from McCrank were acquired from the library secretary in 2003. Materials from Martin were retrieved from his office after his retirement in 2001.

Processing Information

The University Archives Task Force Records were processed to the folder level by Melinda McMartin Isler in November 2006. A finding aid was prepared in a word processing format and converted to EAD 2.0. A collection level MARC-21 record was prepared and placed in the library online public access catalog. Description based on Describing Archives: A Content Standard (Chicago: Society of American Archivists, 2004).

Separated Materials

Most records were retrieved out of either library records or Larry Martin's personal files. Any duplicate material was removed from the collection.

Technical Requirements

This collection consists of typed and handwritten papers on 8.5 x 11 sheets of paper. There is no specialized software required for viewing.

Content Listing

Series 1. Subject Records. 1989-1993.

This collection contains correspondence and drafts of reports, as well as information about a search for a university archivist. The collection spans the dates 1989-1993. While the task force served in 1993, there are a few reference materials which have earlier dates.

The records are arranged alphabetically by function.

Box Folder Contents
1 1 Administrative structure. Draft reports. 1993.
1 2 Archives collection development policy. 1993.
1 3 Collection development policies. 1989.
1 4 Correspondence. February 1993-November 1993.
1 5 Membership lists. 1993.
1 6 Mission statement. 1993.
1 7 National Historical Publications and Records Commission grant proposal. 1992.
1 8 Policy recommendation. Final report. December 1993.
1 9 University Archivist position. January 1993-April 1993.