Donating to the Campus Archives

The Campus Archives obtains and enhances its holdings by receiving University records transferred by offices and departments and by the donation of student organizations' records, committee papers, and ther personal documents and memorabilia from alumni and community members.

Use the information below to learn about what the Campus Archives collects and how to donate these materials. These lists are intended as general guides and are not exhaustive. The Campus Archivist, Meg Galasso, welcomes questions about donations to the Campus Archives and may be contacted at 765-455-9345 or galasso@iuk.edu.

Office and Department Records

The Campus Archives is the official repository for the records of Indiana University Kokomo that have long-term historical, legal, fiscal, and administrative value. Records commonly transferred to the Archives include, but are not limited to, the following materials.

  • Key documents of departments, committees, divisions, or programs of the campus:
    • constitutions and by-laws
    • meeting minutes and proceedings
    • meeting transcripts
    • lists of officers
  • Office files, such as correspondence, memoranda, and emails (incoming and outgoing), concerning:
    • administration of the organizations
    • projects, activities, and functions of the organizations
    • subject files concerning projects, activities, and functions
  • Historical files documenting policies, decisions, committee and task force reports, and questionnaires
  • Publications: two copies of all newsletters, journals, brochures, monographs, programs, posters, and announcements issued by the University or its subdivisions
  • Audiovisuals:
    • Photographs
    • Digital images
    • Films
    • Sound and video recordings
  • Personal papers of students, faculty, and staff that relate to the University's work.
Records of Student Organizations and Student Life

Documenting Indiana University Kokomo student organizations and student life is a major objective of the Campus Archives. The following guidelines are intended to assist student organizations in identifying those portions of their files that are appropriate for transfer to the Archives.

Records commonly transferred to the Archives include, but are not limited to, the following materials:

  • Key documents of departments, committees, divisions, organizations, clubs, and programs of the campus:
    • constitutions and bylaws
    • meeting minutes and proceedings
    • meeting transcripts
    • lists of officers
  • Office files, such as correspondence, memoranda, and emails (incoming and outgoing) concerning:
    • administration of the organizations
    • projects, activities, and functions of the organizations
    • subject files concerning projects, activities, and functions
  • Historical files documenting policies, decisions, committee and task force reports and proceedings, and questionnaires
  • Publications: two copies of all newsletters, journals, newspapers, brochures, monographs, programs, posters, and announcements issued by the organization or its subdivisions
  • Audiovisuals:
    • Photographs
    • Digital images
    • Films
    • Sound and video recordings.

To automatically receive all future publications, the Campus Archives may be placed on division, department, office, and organizations' mailing lists. Please add iukarch@iuk.edu to your lists.

Note: All information formats (e.g. published, typescript, audiovisual, and electronic data, such as computer files) are appropriate for consideration for transfer. For documents in formats requiring any form of machine intervention, such as videotapes and all computer files, consideration should be given to converting the documents to a format accessible to the Archives' users. Early consultation with Library staff is strongly encouraged for all such materials.

Last Updated: 5 January 2018