Lunch & Learn: Providing Long-term Access to UNCW-Produced Publications

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  • 1. UNCW Publications
  • 2.  University Archives (Archives) Mission NC Public Records Act UNCW Publications
  • 3. To serve as the repository forpermanent historic recordsof the University of NorthCarolina Wilmington
  • 4.  To serve as a repository forrecords, materials, and artifacts ofenduring historical and cultural valueto the University of North CarolinaWilmington and the Lower Cape Fearregion
  • 5.  Special Collections was established in 1970◦ Historical university records◦ Rare books◦ Manuscript collections Special Collections expanded in 1998◦ University Archives moved to the other side of thelibrary on the 2nd floor Special Collections and University Archives◦ Operate as separate administrative units◦ Coordinate activities and strategic planning
  • 6. http://library.uncw.edu/archives_special/Special Collections and Archives website
  • 7.  Administrative history Student life Athletics Physical development of campus Evolution of academic programs Faculty and staff biographicalinformation
  • 8.  Publications (print and digital) Other◦ Manuscript collections Unpublished primary source material◦ Maps, drawings, prints◦ Videos, films, audio recordings◦ Objects◦ Textiles
  • 9. (N.C.G.S. 132)
  • 10.  “Public Record” is any documentary material orartifact Regardless of physical form or characteristics(paper, electronic, video, film, digital, photograph, audio, etc.) Made or received In the course of university business Also, computer database indicesMitcham, Z. , Miller, S., & A. Riggins. (2010). “Keep it, file it, delete it, shredit, or archive it.”http://uncw.edu/generalcounsel/documents/recordsworkshopSpr2010.pdf
  • 11.  Student educational records and FERPA Personnel records and the NC Personnel RecordsAct Trade secrets Certain law enforcement records Library user records Medical and psychological records Social security numbers, credit card numbers, etc. Bids for State contracts prior to award of thecontract Attorney-client privileged documents Minutes of closed meetings
  • 12.  Student records (FERPA directoryinformation and ~15 exceptions) Personnel File(name, age, compensation, title andoffice, date of employment, date of mostrecent salary change, date of most recentaction, date employment began, andemployment contract)
  • 13. University records in Archives are publicrecords of enduringhistorical, legal, administrative, or fiscal value--open and available to the public.
  • 14. State publications
  • 15.  4,169 items published by the university or itsdepartments. Publications include universitycatalogs and bulletins, studentnewspapers, yearbooks, alumnimagazines, newsletters, and more.
  • 16.  Publications in Archives cannot be checkedout. Special handling and care (acid-freeboxes, risers instead of labels)
  • 17.  Donate 2 hard copies of UNCW publicationsor 1 copy of paid publications to UniversityArchives, Randall Library, Box 5616. Email link or PDF to rigginsa@uncw. Sendhard copies and PDFs to State PublicationsClearinghouse (10 copies / 5 copies for paidpublications).
  • 18. University Archives Thanks You!Teal Declaration, 2009