Selection Criteria
Changing user demands, emerging creative fields/projects, new courses, a limited budget, and limited space oblige us to take a calculated approach to selection choices. We reserve the right to perform a site visit to evaluate materials before they are brought to the Library or Archives. Materials are evaluated under the following criteria, on a case-by-case basis:
- Relation to the history or current activities of UNCSA and its affiliate programs
- Intellectual or educational value in support of UNCSA's educational, artistic, and performance objectives
- Size, format, and physical condition of materials: Due to limited space and staffing, the University Archivist will evaluate donations based on our ability to properly care for and provide safe access to the materials in perpetuity. Certain material, such as ephemera, may not be accepted depending on assessed historical value and/or physical size.
- Digital format: We are unable to accept certain types of digital files, particularly where they require specific and/or proprietary software for access
Donations to the UNCSA Archives
The Archives appreciates the consideration and generosity of individuals and organizations interested in gifting materials to the Archives. Due to considerations of staffing, space, and cost related to processing and maintaining materials, the Archives can only accept materials under the following conditions:
- Donations of gift materials are subject to the above Selection Criteria for addition to the Archives collection, and will be evaluated on a case-by-case basis.
- The Archives reserves the right to determine whether gift materials will be added to the collections or sold/discarded/returned as indicated by the donor in the Gift Agreement Form. The Archives also reserves the right to reevaluate the contents of previous donations based on current collecting priorities. Further details about these processes are laid out in the Gift Agreement Form.
- All collections will be evaluated on a case-by-case basis; please contact the Archivist to discuss donation offers before bringing materials to campus.
- All material donations valued over $500 must be independently appraised before donation.
While we are not able to accept certain special collections material (signed/first edition published works, special archival material, artists books, etc.) at this time, we hope to develop this as a collecting area in the future. In the meantime, we will be happy to help you identify other collecting institutions who may be interested in this kind of material at this time.
Monetary donations are also greatly appreciated and help us grow, preserve, and provide greater access to the collections. Monetary donations for specific projects and/or materials are welcome; the Archives coordinates with Advancement on all monetary gifts.
Deaccessioning of Archival Material
While we do not often deaccession materials from the UNCSA Archives, we do reserve the right to do so based on careful consideration of the following criteria:
- Scope: If an item is out of scope of the collection priorities and has limited research value to the UNCSA community; additionally, if future use is not anticipated.
- Physical Condition: The Archives has limited ability to conserve fragile materials and may deaccession materials that are too fragile to handle. Material that has deteriorated beyond the point of any intellectual or artifactual value may be discarded. Considerations may include availability of resources to conserve and maintain material.
