Introduction to the archived records of UCCS
Mission and Purpose
The Library of the University of Colorado at Colorado Springs is charged with identifying, collecting, organizing and preserving UCCS materials and with facilitating their use for purposes of research and scholarly pursuits. The UCCS University Archives, according to our statement of purpose, "functions as the custodian of UCCS institutional records. It preserves and protects in a secure environment the original materials and records which document the activities, social traditions and administrative functions of the University. It serves as a primary source of information on UCCS history and development." Return to Top
Structure of the Record Groups
In most colleges and universities, a three-level system, comprising of a record group, record sub-group and series, functions as the mechanism used in organizing materials based upon archival principles. This concept is referred to as archival arrangement. It is usually a numeric system. The UCCS Archives uses the following pattern: CS:XX / XXX / XX / Y /F (Note: Y and F used only when applicable):
- CS:XX = Record Group, (UCCS)
- XXX = Record Sub-group
- XX = Series
- Y = File-Unit designation (No fixed length. This designation is for the possible breakdown of large groupings of documents within the Series in order to provide more concise document location.)
- F = Format (VHS, Audio, DVD, Slide, etc.)
CS:XX Describes the Repository (Colorado Springs) and the Primary Record Group in the form of a number:
- 00-09 State and University Administration; Boulder Faculty
- 10-49 UCCS Administration
- 50-69 Programs
- 70-89 UCCS Academic Divisions
- 90-99 Other (Student Social Groups, UCCS History, Artifacts, Community Groups)
CS:XX/XXX represents the record Sub-Group in the form of a number which is a further division of the record group. It is defined as smaller bodies of organizationally-related records. These smaller units are structured in the following pattern:
- 000-009 Administration
- 010-039 Departments/Functions
- 040-059 Programs
- 060-079 Centers/Institutes
- 080-099 Committees
- 100-109 Other
The Administration Unit Range of 000-009 in record sub-groups identifies the highest administrative office followed by the next highest office and so forth. As administrative titles vary from record group to record group a protocol has been developed to systematize variations:
- 000 = Unspecified
- 001 =
- Dean
- Director
- Chairperson
- President
- Manager
- 002 =
- Associate Dean
- Associate Director,
- etc.
CS:XX/XXX/XX represents Series in the form of a number. Series describe specific document types within a Sub-Group.
The standard breakdown of the Series is as follows:
- 01 = Charters, By-laws
- 02 = Minutes/Agendas
- Note: Minutes pertaining to specific committees are under Committee Files.
- 03 = General Files
- Any material that is specifically related to a particular office/program/department/committee that constitutes general information of that particular body. (policies and procedures, resolutions, memos, internal office correspondence, applications, authorizations, charts, daybooks, notes, lectures, surveys, promotions) (See also: Calendars/Schedules of Events)
- 04 = Committee Files
- 05 = Financial Records/Budget/Funding
- Note: Primary UCCS financial activities and records are not located in the Archives.
- 06 = Correspondence
- Official correspondence between Departments, Administrative Offices, etc., from and to outside bodies, (Note: Internal office correspondence falls under general files.)
- 07 = Agreements/Contracts
- Legal documents
- 08 = Publications/Broadcast media
- UCCS materials produced for distribution to the public or campus, e.g. student newspapers, UCCS Catalogs/Bulletins, etc., Yearbooks, Radio or TV broadcasts, newsletters.
- 09 = Scrapbooks / Albums
- 10 = Events/Ceremonies
- Includes event speeches, event programs, and information relating to that event, e.g., info on keynote speakers. (See also Programs/Exhibitions)
- 11 = Programs/Exhibitions
- Relates mostly to the Fine Arts (VAPA), but also to any open house or event program for any department or club. (See also Special Events/Ceremonies)
- 12 = Architectural Drawings
- Drawings related to UCCS, including landscape, construction and architectural drawings/plans. (See also Plans/Program Plans)
- 13 = Awards / Honors
- Actual awards
- 14 = Internal Manuals/Handbooks
- 15 = Reports
- Materials generated by an outside individual/group for submission to a UCCS body/office, e.g. consultants' reports (See also Accreditation Reports, Program Reviews and Self Studies)
- 16 = Flyers/Advertisements/Posters
- 17 = Plans/Program Plans
- Includes various types of plans for buildings and academic units (See also Architectural Drawings)
- 18 = Syllabi/Course Materials
- 19 = Calendars/Schedules of Events
- (See also General Files for office appointment/daybooks)
- 20 = Announcements/Press Releases
- Aaward announcements, invitations, retirement/hiring announcements, notices, position announcements
- 21 = Sales promotions of campus events to groups/individuals
- Subscription Brochure/Membership Solicitation/Ticket Order Form
- 22 = Clippings
- 23 = Arts/Crafts/Plaques/Drawings
- 24 = Personal Papers
- For use only if the entire group of materials from a specific entity/person will be kept intact rather than being divided between sub-groups. For example, if a famous professor donated his office files or research files and original order would help in the research of this professor OR if a chancellor donated materials of a more personal nature such as favorite poems, rough drafts of speeches, diaries, manuscripts, memoirs.
- 25 = Community or Other Activity Participation
- Events that may or may not be directly related to UCCS, but that UCCS groups/clubs/organizations, etc., participated in or were honored at.
- 26 = Miscellaneous (Obsolete forms etc.)
CS:XX/XXX/XX/Y Represents the File Unit Designation (no fixed length). This is used to describe individual folder content when necessary.
CS:XX/XXX/XX/Y/F Represents the Format of the item (paper documents excluded). Photograph, Slide, Audio Recording, VHS Recording, DVD Recording, Floppy Disk, CD-Rom, etc.
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Collection Development Policy
The UCCS Archives includes administrative records and materials that document UCCS groups, activities, development or experiences. In keeping with our mission statement the UCCS University Archives actively collects in the following areas:
- Institutional Records
- Recorded information that pertains to UCCS made or received and issued by offices at UCCS. These can include but are not limited to correspondence, reports, committee minutes, agendas and publications.
- UCCS Theses and Dissertations
- Central Administrative Records
- Recorded information that pertains to UCCS in part or in whole that is issued by central administration. These can include but are not limited to reports and studies.
The UCCS University Archives accepts the following materials:
- Faculty materials
- Correspondence and personal papers
- Lecture notes
- Class outlines
- Student materials
- Official and counterculture student newspapers
- Student government records
- Club materials
- Ephemera, e.g. flyer for pep-rally in gym.
- Visual and Audio Recordings and Photographs
The UCCS University Archives also includes:
- Special collections
- Oral histories
- Gazette Telegraph press clippings (this collection is frozen)
We do not collect the following records:
- Personnel records of faculty, staff and students
- Admissions records
- Payroll records
- Purchasing records
- Accounting records
- Grade books
- Examinations
Faculty writings published commercially are catalogued in the UCCS Library collection and are not considered part of the UCCS University Archives. Donations of posters, artifacts and unpublished manuscripts are evaluated on a case-by-case basis considering their permanent value and space availability. Duplicates and reprints are generally not collected in the UCCS University Archives.
The UCCS University Archives seeks to foster mutually beneficial relationships with the University of Colorado at Boulder University Archives and Auraria campus archive in areas of access, collection development and usage. The UCCS Archives collects UCCS materials exclusively and we make every effort not to duplicate the collecting efforts of others.
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University Archives Use Policy
Guidelines Governing the Use of the Collections
The Library of the University of Colorado at Colorado Springs is charged with identifying, collecting, organizing and preserving UCCS materials and with facilitating their use for purposes of research and scholarly pursuits.
The UCCS University Archives, according to our statement of purpose, "functions as the custodian of UCCS institutional records. It preserves and protects in a secure environment the original materials and records which document UCCS groups, activities, development, social traditions and administrative functions of the University. It serves as a primary source of information on UCCS history and development."
All researchers are welcome to use the resources of the UCCS Archives, provided care is taken to ensure the preservation of these resources for future researchers. The UCCS Archives requests your assistance in fulfilling its objectives of preservation and use. Users assume responsibility for the proper care and treatment of Archives materials.
- All researchers must sign the Visitor/Researcher Register and present a valid form of photo identification, e.g., driver's license, passport or student ID. On the initial visit, all researchers must also complete a Research Registration Form.
- Coats, hats, handbags, briefcases, or other large cases or bags, and all other personal property not essential to research must be placed in a designated area within the archives.
- Notes must be taken with provided soft-lead pencils. Portable computers may also be used as long as they do not disturb other researchers or staff. The use of ink pens, indelible pencils or felt-tip pens is prohibited. Under no circumstances will users write on, mark, or in any other way alter Archive materials.
- If users discover mislabeled or misfiled materials they must contact archives personnel with this information. Users are not permitted to change labels or filing locations of materials. Materials must be kept in the original order in which they are found. Notify staff when photocopies are required.
- Drinking and eating are forbidden near Archives materials. Food is not permitted in the Archives. Drinks, with a secure lid, may be kept in a designated safe place for pick-up after reviewing materials.
- If users damage materials, they may be assessed damages, and there is the possibility that they will not be allowed to use the Archives again.
- UCCS Archive materials are non-circulating. They may not be checked out or removed from the Archives room.
- Archives personnel and/or Library Administration reserve the right to prohibit the copying of materials that are deemed too fragile for the process or for any other reason including, but not limited to, size of material, donor restrictions, privacy matters, known copyright restrictions, etc.
- Users assume responsibility for adherence to copyright laws, libel or literary property rights applicable to material use.
- UCCS Archives materials may not be copied or published, in full or in part, without the written permission of Archives personnel or appropriate Library Administration.
- User's assume responsibility for all costs for photocopying and photo reproductions.
- Requests for photocopies or photo reproductions must be submitted on the Reproduction Order Form accompanied by a Reproduction Permission Form.
- Personal reproduction tools, including personal cameras, video equipment, or scanning devices must be approved by archives personnel and/or Library Administration to be used.
- Those who use UCCS Archives materials in publications or in displays must properly credit the materials.
Citing Items from the Archives
Each document used within the publication or display should be credited as follows:
"Courtesy, Kraemer Family Library, UCCS Archives"Each photograph used within the publication or display should be credited as follows:
"Courtesy, Kraemer Family Library, UCCS Archives, [include name of photographer or artist if known]."Return to Top
Comments to: Mary Beth, Catalog & Archives Librarian.