Murdoch University Archives Policy

Role of the Murdoch University Archives

The Murdoch University Archives was established in 1992 to collect, preserve, manage and make available for reference use those records of the University designated as having archival value.

These are records that have continuing historical significance to the University and/ or to political scientists, scholars, historians and the general community and regarded as an important part of the State’s cultural heritage. They include records that document the establishment of the University, the drafting of its legislation, major organisational decision making, significant projects, policy and procedures, minutes and agendas of the university’s major committees, photographs, and any records of historical significance.

Legal Position

The University Archives fall under the jurisdiction of the State Records Act 2000

Murdoch University obtained permission under Section 26(1) of the then Library Board of Western Australia Act 1951 in February 1992 to maintain its own Archives collection on campus, whilst under the professional care of the University Records Manager/Archivist.

The ownership and administration of all material acquired by the University Archives is to transfer to the Records Management & Archives office, including the right to dispose of material according to approved disposal authorities.

Responsible Officer

The Records Manager/Archivist has responsibility for the management of the University Archives collection, the development of policy and procedures and for the exercise of all responsibilities contained within this document.

Archival Records

Archival records are those non-current records that have been selected for permanent preservation as a result of their administrative, financial, legal, or research and informational value. Archival records comprise any medium that conveys information. This includes correspondence, files, minutes of committee meetings, maps, plans, photographs, microfilms, audio-visual material such as audio cassettes, video and DVD, and memorabilia.

Storage - the Archives Facility

The Murdoch University Archives was purpose-built to provide a suitable environment for the storage and preservation of the University’s archival records.

The Archives facility is constructed according to archival standards and meets the requirements of State Records Commission Standard 7 “Storage of State Archives retained by State Organisations through an approved Recordkeeping Plan”

The Archive’s all-brick, windowless construction provides a secure, fire-proof environment. The complete absence of windows prevents the ultra violet rays of sunlight from entering the room. This is an important factor because sustained exposure of paper records to light causes their fading, discolouration and brittleness.

The Archives is an air-conditioned environment. This is essential so that temperature and relative humidity levels can be maintained at a consistent level. Paper records, for example, double their deterioration rate for every 5.5C degree rise in temperature, and warm humid conditions encourage breeding of insects and cause paper records to warp. High humidity also encourages the growth of mould which can develop and spread quickly in very humid or damp conditions and seriously harm records.

The Archives must be inspected regularly for possible infestations of pests including termites, cockroaches, spiders, silverfish, rats and mice and must be fumigated at least annually. If, however, an inspection reveals the presence of vermin, termites or significant numbers of insects the Building Services section should be contacted so that an inspection of the building can be undertaken by a qualified pest control contractor.

Access to the Archives is via a single point of entry and is strictly limited to Records Management & Archives staff. It must be kept locked when unattended.

Responsibilities

The responsibilities of the Records Management & Archives Office are:

(1)
Consult with staff to identify and protect records series that are administratively and historically significant to the University and the community;

(2)
Prevent the destruction of potential archival records by promoting quality records management practices throughout the University;

(3)
Preserve the Archives collection. This includes ensuring the physical environment remains suitable for the long-term preservation of archival records; inspecting and selecting records for repair, and selecting records that should be reproduced for purposes of preservation;

(4)
Appraise possible archival records for their acquisition into the University Archives;

(5)
Document records collected for the University Archives. This includes entering meaningful descriptive information on the Archives database to facilitate efficient identification and retrieval of records;

(6)
Organise the Archives including packing, labelling and arranging;

(7)
Ensure archival records are identified in the University’s Functional Records Disposal Authority;

(8)
Respect the confidentiality of records to which privileged access is given;

(9)
Accept only material that falls within the Collection Policy;

(10)
Undertake regular inspections of the Archives facility to check for possible infestations of termites, cockroaches, spiders, silverfish, rats and mice and arrange periodic fumigation to protect the archive collections;

(11)
Ensure that fire hazards are eliminated. This includes ensuring sufficient fire detection equipment, not permitting the cluttering of aisles, not storing highly flammable materials, not overloading electrical outlets, and ensuring archive boxes are stored more than 30cm from light fittings;

(12)
State archives that will have restricted public access must be identified and reasons provided for the restrictions and when they will cease.

University History

The Records Management & Archives Office is in a unique position to promote an awareness and appreciation of the University’s history, its achievements and its contribution to the State’s heritage. The University’s achievements and history have particular value when the University celebrates its anniversaries, promotes Faculty and University Open Days, and for presenting a positive image to prospective students and maintaining links with its alumni.

The Records Manager/Archivist shall research the University’s history from source documents including original documentation and files in the University Archives, annual reports, Senate and Academic Council minutes, university publications, newspaper articles, university statistics, photographs, and library resources. Associations with key staff (particularly those with long-standing links with the University) with an interest in the University’s history shall also be fostered.

The following historical information shall be researched and maintained on the Records Management & Archives intranet homepage:

(1)
Timelines that chronicle the University’s growth and achievements, student enrolment numbers, Guild Presidents etc;

(2)
Information about Sir Walter Murdoch;

(3)
Profiles of the University’s Chancellors, Vice Chancellors, Foundation Professors, and other persons of noted association with the University;

(4)
Persons that have served on the University’s Senate. Details shall include the Senate member’s name, the basis of their appointment to the Senate, and their term(s) of office;

(5)
Early history of the University;

(6)
Honorary degree recipients and the citations read at the graduation ceremonies. These must be requested from the University’s Office of Corporate Communications and Public Relations;

(7)
Text, or audio visual link, of the annual Sir Walter Murdoch Lecture series; bi-annual Keith Roby Memorial Lecture in Community Science; and other public lectures deemed worthy of historical value. These are requested from the Office of Corporate Communications and Public Relations;

(8)
Newspaper articles particularly of the University’s early history. Newspaper articles are drawn almost exclusively from The West Australian newspaper and now defunct Daily News. Their reproduction on the University’s website requires payment of a licence agreement with WA Newspapers Ltd. This is arranged through their Events and Editorial Office;

(9)
Student achievements including University Medallists and Rhodes Scholars;

(10)
Notable staff achievements including Senate Medals, and Vice Chancellor’s Excellence in Research Awards (teaching awards are maintained by the Teaching & Learning Centre);

(11)
Photographs with historic value shall be displayed in a photographic gallery.

Acquisition and Appraisal

All potential archives must be appraised on the basis of their evidential (primary) and/or informational (secondary) value. The evidential value of a record refers to the function a record had for the office or person that created the record. It includes records that:

have continuing administrative, legal or financial use;
serve to protect civic, legal, property or other rights; and
demonstrate the University’s historical development, structures, functions, policies and significant developments.

Examples include university policies, committee minutes and agendas, university legislation, and annual and financial reports.

Records that have informational value are those records having interest value to a diverse range of researchers as well as to the originator of the record. Examples include photographs, diaries and personal papers such as correspondence.

Collection Policy

The Collection Policy refers to the scope and content of the records to be collected for the Murdoch University Archives. It broadly covers what the archives will collect, what the limits of the collection will be, and what types of material are of particular interest.

The University’s Collection policy is to include records from:

Academic Divisions
Administrative Divisions
Faculties and Schools
Murdoch, Rockingham and Peel Campuses
Research Centres and Institutes of the University
Vice Chancellery

The Murdoch University Archives shall collect and maintain records that have continuing administrative, legal or financial value or reflect the historical development and functions of the University.

The following records shall be collected and preserved: shall be collected and preserved:

(1)	Records that describe the University’s origins, structure, planning, purposes, and operations;
(2)	Legal documents including property deeds, patents, significant contracts and leases such as those that establish title to major equipment items;
(3)	University legislation including establishment legislation, Statutes, Regulations and by-laws;
(4)	Minutes, agendas and reports of all major university committees including the Senate and its standing committees, Academic Council and its standing committees, School committees and other significant committees;
(5)	Financial records that document the conduct of the University’s financial affairs including financial statements and budgetary papers;
(6)	Academic and strategic planning records;
(7)	Reports including the Murdoch University Annual Report, School Annual Reports, Research Institute and Centre Annual Reports, Research Reports;
(8)	University publications including On Campus, Murdoch News, Synergy, Discovery, In Touch;
(9)	Policy files and procedures manuals;
(10)	Records relating to significant functional reviews of organisational structures including Academic and Administrative;
(11)	Records relating to final reports of significant reviews prepared by external organisations and where the University has made a significant submission to the review;
(12)	Research, personal, and published papers of private persons associated with the University, including retired, resigned or deceased academic and administrative staff, Senate members and benefactors;
(13)	Final reports of research grant files where the research project is of national or international significance and makes a substantial contribution towards the professional body of knowledge and/or has commercial and intellectual property spin-off;
(14)	Records relating to the honouring of distinguished individuals and organisations by the dedication or naming of memorial plaques, benches, university buildings, lecture theatres or grounds in their honour;
(15)	Newspaper clippings that feature articles about Murdoch University;
(16)	Records relating to the election of the Chancellor;
(17)	Records relating to the recruitment of the Vice Chancellor;
(18)	Personal files of past employees of significance. This includes Vice Chancellors, Deputy Vice Chancellors, Professors and other staff of note;
(19)	Diaries of prominent staff;
(20)	Correspondence that has historic value including correspondence with politicians;
(21)	Documentation relating to significant campus developments including new buildings and commercial developments;
(22)	Postgraduate research student files;
(23)	Drawings, plans and building specifications reports relating to University buildings and grounds;
(24)	Photographs that have historic value to the University;
(25)	Records relating to conscientious objection where students have a conscientious belief that is in conflict with teaching and/or assessment practices. Includes interview notes, forms, correspondence, decisions taken, and appeals;
(26)	Records relating to the final submission of the Institution Assessment Framework Information Collection by Department of Education, Science &Training (DEST);
(27)	University statistics;
(28)	Audio-visual recordings including graduation ceremonies, significant public lectures;
(29)	Memorabilia including gifts from other universities;
(30)	Such other documents which, in the opinion of the University Records Manager/Archivist, are of archival value.

The collection policy shall not include records with short-term retention requirements, artworks, or material deemed unsuitable for storage because of its size or nature or because the Archives is not equipped to manage them.

The collection policy shall not duplicate holdings in the Library Special Collections.

10.

Access and Control

(1)	Access to the University Archives, and retrieval and refile of records, shall be limited to staff of the Records Management & Archives Office;
(2)	Confidential records, or records transferred with restricted access provisions shall only be released with written permission of the donor, originating body or nominee, unless access is granted under the Freedom of Information Act 1992;
(3)	Persons given access to archival records are required to respect ethical obligations of confidentiality and privacy;
(4)	All records transferred to the University Archives are to be used in the Archives facility or in the Records Management and Archives office under the supervision of the Records Manager/Archivist, except Faculty and School records which can be loaned for a limited, specified period to the originating Faculty or School;
(5)	Records borrowed from the University Archives, including records borrowed for litigation purposes, must be returned in their initial condition;
(6)	Researchers shall not have access to storage areas and there shall be no open-shelf access;
(7)	Records should be handled with care and should not be marked, altered or changed in any way or removed from the University Archives;
(8)	Limited general reference assistance may be given by letter, email or telephone for specific enquiries, but it is not possible to carry out extensive research on behalf of researchers unable to visit the University Archives;

(9)	In all cases where publications are based in part on research in the University Archival Collection, acknowledgment must be made by reference to the Murdoch University Archives and to the name of the particular collection used;
(10)	Members of the public requesting access to university archival records are required to complete and sign a “Murdoch University Archives Access” form. The Acess Form must be approved by the Records Manager/Archivist. The Access Form requires the person(s) name and address, reason for request, subject of records inquiry, and an undertaking to deposit with the University Archives for preservation in the Library, a copy of any work written or relevant part thereof, which quotes material from the University Archives or which is in any way dependent on them;
(11)	A reasonable fee shall be charged for any photocopies made by the Records Management & Archives Office on behalf of the researcher, and at the discretion of the Records Manager/Archivist a reasonable fee shall be charged for time researching and copying.

11.

Transfer of Records to the University Archives

(1)	Offices/Faculties intending to transfer records to the University Archives must contact the Records Manager/Archivist in the first instance;
(2)	The Records Manager/Archivist shall appraise all material against the Archives Collection Policy and the approved disposal authorities. Care must be taken to avoid duplicating holdings by checking the Archives database and checking with the Library for possible identical holdings;
(3)	Material approved for transfer to the University Archives must be packed in standard archive boxes and a listing of the contents of each box provided to the Records Manager/Archivist.

12.

Library - Special Collections

The Special Collections area within the Murdoch University Library houses material of special significance to the University. This material includes University publications, rare books, popular culture materials and donated collections. It includes:

(1)
Information about the University, its institutions, buildings, etc;

(2)
Information issued by the University, its Divisions/Schools, including works produced by the Guild of Students;

(3)
Information relating to Student Village;

(4)
Minutes of the Senate and Academic Council;

(5)
PhD theses.