Donating Alumni Papers
Personal papers play a crucial role in documenting the history of the university and its people. The University Archives actively collects the personal and professional papers of alumni and individuals who have significantly contributed to the university and the surrounding community. Notable alumni such as Sen. Tom Daschle, freelance author and humorist Bob Karolevitz, educator and Indigenous author Elizabeth Cook-Lynn and Nobel Prize winner Theodore Schultz have entrusted their papers to the University Archives.
Personal and professional papers may include:
- Bibliographies or publication lists.
- Biographical material including curriculum vitae, obituaries, photographs, interviews, biographies and autobiographies
- Correspondence with colleagues, friends and family.
- Diaries and journals, personal and professional.
- Family papers, particularly if family members have shared in research efforts.
- Materials related to their connection to South à£à£Ö±²¥Ðã State University:
- Diaries, memoirs, commentaries and fictional or humorous accounts of student life.
- Drawings and paintings of campus scenes and life, including interior views of residence halls and student rooms and images of student dress or traditions.
- Film, video and audio (analog and digital) documenting student life.
- Lecture notes and course assignments.
- Photographs (if identified).
- Posters, flyers, announcements, tickets and programs relating to student activities.
- Writings and other publications including essays and research papers.
- Scrapbooks.
- Photographs taken by or of the individual, documenting professional endeavors, community activities, family, and friends (identified photographs only).
- Professional and community contributions. Materials documenting involvement in such activities.
- Writings, speeches, lectures, etc.
This list pertains to both digital and paper records. The list is by no means definitive or exhaustive. This is intended as a general approximation of the materials that document the lives of South à£à£Ö±²¥Ðã State University alumni. Materials not specifically cited below that contribute toward documenting faculty activities are, of course, welcome.
Where do I start?
Donating your papers is easy! Please start by giving us a call at 605-688-4906 or 605-688-5094. We'll ask a few questions about your papers that will save you some time in advance. An archivist may visit you to assess your papers and offer advice.
Preparing your files and records
This step-by-step guide covers the basics of preparing and sending your records to the archives. Contact us if we can help.
Where do I get boxes?
Bankers boxes with handles are recommended. We can help you estimate the number of boxes you will need. Normally one file drawer 20 inches deep is equivalent to 1 1/2 boxes. Please contact us directly for boxes.
How do I prepare the files for transfer?
Once you have the boxes, start by removing the files from the filing cabinets. Place the files into the boxes in the same order as they were cabinet. Please don't pack the boxes too tightly! You should be able to comfortably slide your hand into the box, and the lids should fit snugly.
How do I get the boxes to the archives?
When you're ready to arrange for the transfer of your papers, email SDSU Archives and Special Collections or call us at 605-688-4906 or 605-688-5094.
Please provide us with the following information:
- Your contact information
- Total number of boxes
- Summary of content including dates (such as correspondence, 1980-1981; research reports, 1991-1994)
We will make arrangements with you to transfer the boxes to the archives.
What happens to the files after they are sent to the archives?
Our staff will review, organize and describe the files. We'll remove certain types of materials such as duplicates, routine transactional records (like travel vouchers) and certain types of personal information. We'll also remove any materials that would be better suited for the library's circulating collection instead of the archives. If you have questions or concerns about materials removed after you send the boxes to the archives, please let us know as soon as possible.
Depending on the current filing scheme and the age and condition of the materials, we may physically rearrange the materials and refolder some or all of the materials. Once that's done, we'll prepare a summary description of the material with administrative information and a box container list. In some cases, we will prepare a more detailed folder listing. This information is compiled into a collection guide or finding aid that will go online and make the collection accessible to you, others in the university and the public. You can look at some examples of finding aids on our website.
How will I access the files?
The files will always be available for your use onsite in the archives, and through reference service by phone or email is available for many types of requests. The online finding aid will serve as your new list, and you can reference it when you call us. In some cases, we can mark up your original list with the new box numbers and return it to you if you need it as a crossreference. If this is a particular concern, please be sure to ask at the time of transfer.
Materials in the archives are retained permanently with very few exceptions. Because the materials are rare or unique, they must be used onsite in our secure reading room. If you need photocopies, we can provide them to you according to our photocopying policy.
Please contact us in advance of your visit so that the materials will be ready for you in the reading room when you arrive. Some parts of the collection are stored offsite and may require a day or two to retrieve. In any case, we always appreciate advance notice if you plan to visit. The archives reading room is open Monday through Friday, 8:30 a.m–4:30 p.m., and by special arrangement.
Please contact us with any questions by emailing us or calling us at 605-688-4906 or 605-688-5094.
