Personal Papers of University Staff
The Special Collections section of the Barr Smith Library is by
tradition the repository for the personal papers of the academic
staff and other members of the University community, including
graduates. We organise, list, preserve and make available
these papers to assist research on the history of the University,
Faculty and relevant academic discipline, and for their information
on the individual and their contribution to teaching and research.
The following guidelines have been prepared
to assist academic staff and others in identifying the categories
of papers that are considered appropriate for transfer to the
Library for these purposes. Papers in any of these categories
may include published and manuscript material, tapes and video
recordings, newspaper cuttings, photographs and slides, and
electronic records. Given the rapid changes in technology it
is essential that, where records are in formats that can only be
accessed using specialised equipment or software, the appropriate
equipment and/or programs be also deposited.
Ideally papers should be transferred in the order in which they
were created and used, and with sufficient identification
(preferably the original file title or label) to enable correct
descriptive listing.
General research access will
usually be granted to such papers, but restrictions may be
negotiated where depositors wish to protect sensitive and
confidential papers.
It should be noted that official (and some ‘informal’) files on
students and departmental matters may be regarded as University
records and be lodged more appropriately with the University
Archives, which has responsibility for the non-current
administrative records of the University considered worthy of
permanent preservation. Issues of personal privacy may also
be involved. Depositors should refer to the official University Policy on
records and to the University Privacy
Policy.
Guidelines for Deposit of
Personal Papers
Biographical material
Resumes, curriculum vitae, bibliographies, biographical and
autobiographical sketches, chronologies, genealogies, honours and
awards, memoirs, personal diaries, obituaries.
Correspondence (official, professional and personal)
Letters, emails and memoranda generated in the course of conducting
university and departmental business; with colleagues, publishers,
professional organizations and students; and personal
correspondence with friends, relatives and associates.
[N.B. some correspondence sent and received may comprise official
University records. For guidelines on the definition of official
records and on records required for the University Archives staff
should refer to the Records and Archives
Management Manual or contact the University
Archivist]
Teaching material
Lecture notes, course outlines, reading lists and handouts.
Research files and data
The format and scope of these will vary greatly between disciplines
and individuals but may include research proposals, observational
and experimental data, notes, notebooks and recordings of source
material and research/field trips, reports of findings,
[architectural/engineering] drawings, photographs and slides.
Study leave reports and other papers relating to teaching and
research while on leave
Reprints and other published articles
[Note: Monographs and other book-length publications are sought
rather for the University Collection within
Special Collections, and such works received as part of a transfer
of personal papers will normally be separately catalogued for that
collection]
Copies of speeches, addresses, broadcasts, memorial addresses
etc. given in a professional or other capacity
Papers documenting participation in other professional and
civic activities and organisations
Papers not normally required include
- Departmental and University committee minutes and agendas
except where of a specialised nature not likely to be
received by official transfer to the University Archives, or where
the papers reflect the staff member’s significant participation in
the working of the committee.
[N.B. files created and held by staff, especially in their capacity
as professor, departmental head or committee convenor, may comprise
or contain the official record copies of University
documents. For guidelines on the definition of official
records and on records sought for the University Archives staff
should refer to the Records and Archives
Management Manual or contact the University Archivist.
- Routine and circular correspondence, memoranda minutes and
agendas received as a member of the University or a professional
body.
- Financial records (personal and relating to conferences,
research, study leave etc.)
- Drafts and proofs of publications and speeches [except where
the work was substantial but not completed or published].
- Collections of research papers, journal articles, and reprints
by others
- Notes on sources and laboratory data where this has been
incorporated into publications and is unlikely to be of further
research use.
- Memorabilia (apart from photographs, medals, certificates and
awards, photographs and portraits)
[Note: Items of academic dress are welcomed by the Academic Dress
hire service run by the Australian Federation of University Women,
S.A.]
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