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The guidelines below were drafted to assist student organizations in determining which kinds of records are of potential historical. These records should be regularly and routinely transferred to the archives. The guidelines reflect the types of records usually associated with student groups. However, the list is not definitive or exhaustive. Materials not specifically mentioned that contribute to documenting student activities are, of course, welcome.

• Annual and other reports
• Audiovisual materials
  • Films, sound recordings and other audiovisual records created through activities, functions, facilities and its staff.
  • Film and video.
  • Must be identified in some way (such as dates, names or captions).
  • All formats are accepted, including digital.
• Budgets
  • Summary reports and appendices only.
• Bylaws and constitutions.
• Calendars of events for the organization.
• Charters and articles of incorporation.
• Certificates and awards.
• Committees and councils files.
  • Records concerning committees and councils that are internal to the student organization
  • Files may consist of minutes, proceedings, reports, notifications, correspondence and related files.
• Correspondence files: Files of both general and internal organization correspondence. Widely distributed correspondence originating from office should be kept. This includes email.
• History files.
• General informational files on the development of the organization: May include notes, publications, newsletters, reports, correspondence, photographs and other related records.
• Meetings files: May include memoranda, agenda, meeting minutes, reports and other related records.
• Membership lists and directories of the organization.
• Memorabilia.
• News clippings and media coverage files.
• Officer files: Records maintained by the organization’s officers concerning programs and activities. Files may include correspondence, memorandums, reports, directives and other related records.
• Organization charts and officer lists.
• Pamphlets, brochures, fliers and other promotional materials.
• Photograph and scrapbooks: Photographic prints, negatives or digital images of the organization’s members and activities.
• Policies, manuals and handbooks: Includes files and manuals specific to the organization and its functions.
• Publications and newsletters: Publications created by the organization.
• Speeches and presentations.
  • Scripts of speeches and presentations given by organization’s members.
• Subject files.
• Websites, blogs and social media files.

Student organizations play a vital role in campus life and university history. From activism and service to social events and academic enrichment, student groups shape the culture and character of the university. Donating organizational records to the archives ensures that your group’s legacy continues and that future students can understand the impact you made.

Donating your organization's records will:

• Ensure future generations know what your organization accomplished, stood for and contributed to campus life.
• Your materials help paint a fuller, more varied picture of what it means to be a student at our university.
• Students, historians and alumni often study past organizations to gain a deeper understanding of leadership, activism, identity and other aspects of history.
• Your records can be showcased in exhibits, anniversary events and social media features.
• Digital files and paper records can be lost over time. The archives can preserve them safely and professionally.