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Collection Policy

Archives Collection Policy

Philander Smith College Archives holds archival materials for the benefit of Philander Smith College, the public and scholarly community. Its collections include rare books, manuscripts, photographs, paintings, prints, artifacts, audio visual and electronic media. The PSC Archives share the Library's mission to enrich the intellectual life of Philander Smith College by fostering information discovery and intellectual growth, and partnering in the development and dissemination of new knowledge.

The following is a list of records and publications collected by the PSC College Archives:

• All publications, newsletters, brochures, and programs distributed in the name of the college. The Archivist will determine the permanence of these
• Records of the Board of Trustees and the Executive Committee of the Board
• Records of the President's Office
• Records and reports of other college administrative offices
• Records of all official, permanent or ad hoc academic and administrative committees
• Records of academic and athletic departments
• Faculty publications, including speeches and papers delivered at meeting.
• Reports of faculty research projects
• Records of student and college organizations
• Audiovisual materials, such as photographs, paintings, films, and audio and video tapes, which document the college history
• Maps and blueprints 
• Artifacts relating to the history of the College
• Reports relating to the college which were generated by external agency.

The Archives is responsible for acquisition and maintenance of the following materials:

Administrative and Institutional Records

• All publications of the college
• Records of administrative offices and academic departments
• Records of faculty, student, and other college‐related organizations
• Histories of the college

These records may come in any medium or form: paper (published or unpublished); photographs, discs, architectural or landscape drawings; audio and videotapes; newspapers clippings; or memorabilia.

Materials generated by individuals connected with the College
Donations from alumni that help to document the history of the College, particularly student life at the college, are sought by the Archives. Photographs, correspondence, publications, reminiscences, scrapbooks, and small memorabilia from an individual's college career all add to the understanding of the college. 

The Archives is also interested in material generated from an individual's post‐graduation connection with the college. An example of this would be information about alumni who return to speak at Commencement or to receive an award.

Material about the College
Area publications aid in the college's documentation of its history. Library staff, routinely, clip relevant articles from various publications. Because of the fragile nature of newsprint, original newspaper clippings are kept in the Archives and must be handled with care. Articles from newspapers other than the Arkansas Democrat Gazette is kept to document the publicity the college receives, or if they are a source of additional information.

Retention of materials
Materials are retained in the Archives if they are unique or if they document the history of the college or demonstrate the work and purpose of an office or organization.

One copy of general office material is kept. Two or three copies of every publication are retained, one of which is removed from public use and stored in the Archives. Three copies of programs are retained, which permits occasional use of one copy for display or loan.
Memorabilia is kept only if it is small and distinctive. Shelving and archival resource limitations mean that most clothing items (graduation caps and gowns, athletic uniforms) are not retained.