Donating Materials to the CSUDH Archives
Collection Development Policies
The main responsibility of the Archives and Special Collections Department is serving the research needs of California State University Dominguez Hills students, faculty and community. The Archives seeks to collect in subject areas receiving substantial and sustained attention within the University community. In addition the Archives also collects material across a wide range of academic disciplines.
The Archives collects correspondence, diaries, photos, organizational archives and other material that documents vital and unique personal, business, or organizational history to support academic programs at CSUDH. The Archives relies on donors for generous contributions of photographs, artifacts, manuscripts, archival papers, books, and funds to help support and advance its mission to offer valuable materials to students and scholars. The Archives and Special Collections collect materials related to the South Bay of Los Angeles, the Dominguez Family, Long Beach and Los Angeles. Materials related to other topics -- including political posters, materials on conflict resolution, tradeswomen and materials adding to our knowledge about diverse populations -- will also be considered for addition to the Archives. Collection materials have been chosen in consultation with faculty and others in response to various opportunities. Donations to the Rare Book collection are also accepted. Donors often also make a financial contribution that assists the Department in processing the donations. Emeriti and current faculty members, members of the university community and alumni provide assistance in identifying potential donors.
The library requires a deed of gift agreement for the transfer of materials. Loans of materials are generally not accepted, but in special circumstances materials may be accepted on deposit, pending transfer of ownership to the library. Deposited materials receive the environmental and security protections accorded to all Archives collections, but may receive a minimal level of processing. The library will accept no collections permanently closed to users. The Archives encourages donations without restrictions, but will accept collections carrying user restrictions of a reasonable time.
The Department considers all donations seriously and will address any questions, needs and concerns that relate to preserving history materials. Please contact Greg Williams at (310) 243-3013.
The Society of American Archivists has created a Guide to Donating Your Papers.
Procedures for CSUDH Administrative Units transferring inactive records
Archives staff is happy to assist you with any records transfer questions. When making arrangements to transfer inactive records of long-term historical, evidential, legal, fiscal and administrative value to the University Archives, you should:
- Appraise your inactive records for historical materials
- Remove the materials in the same order as filed.
- Create a box by box inventory of materials being sent.
- Call archives (x3895) to coordinate shipment.
- Fill out the appropriate form and return it with the records to the University Archives.
After sending your materials to the University Archives, archives personnel will check the contents against your existing inventory list for accuracy. All files will be removed to acid free folders and boxes. A guide to the collection (a finding aid) will be created and made available. Please note that the University Archives publicizes its resources to encourage use by members of the institution and the scholarly community to support the curriculum, stimulate teaching, and promote research, scholarship and intellectual exploration.
Access to your materials
The University Archives is maintained in closed, restricted areas. Materials are retrieved for patrons by the University Archives staff. Records may be duplicated if needed by the originating office, organization or individual, or if written approval has been obtained from the originating source.