RRS_Series: Acquisitions of Art, Artifacts, and Archives

Activity
II.08. ACADEMICS, INSTRUCTION AND RESEARCH/Museums and Libraries
Series Name
Acquisitions of Art, Artifacts, and Archives
Series ID
208-30-105
Description

Document the evaluation and acquisition of primary source collections. Does not include acquisitions for the library's circulating collections or contracts for licensed content, use Business Affairs and Contracts, respectively; see Related Series field, below. 

  • acquisition plans proposals and approvals;
  • financial valuation/appraisal documentation;
  • archival appraisal valuation documentation;
  • ownership and transfer documentation, such as deeds of gift or other donor agreements or donorship instruments;
  • collection or object accession information;
  • provenance and registration information;
  • photographs of objects;
  • inventories;
  • condition/conservation documentation;
  • related documentation and correspondence, including e-mail.
Retention and Disposal Instructions

(a) retain indefinitely records related to acquired collections;

(b) until administrative use ceases for collections that are not acquired, purge.

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.