The University Archives: What should you transfer?

CSUSM’s University Archives collects records of enduring value related to the history, culture, and intellectual output of the University, including records of administrative and academic departments.

What records should you transfer?

We’re looking for inactive records (records not related to ongoing work) of enduring value (having value of ongoing usefulness and significance based on the administrative, legal, fiscal, evidential, or historical information that they contain).
Some types of records that we’re specifically interested in could be:

  • Contracts
  • Correspondence (including email of enduring value; for example related to our campus community, boards, the Chancellor’s Office, etc.)
  • Meeting minutes and agendas
  • Organizational information (e.g. org charts, restructuring, budgets, salary information, audits, etc.)
  • Photographs and media (especially of buildings and spaces, events, and people) – please note that context is important and we cannot accept photographs/media without some idea of what or who they are covering
  • Policies, regulations, and workflows
  • Publications, including speeches and presentations
  • Publicity Information (including news clippings, ribbon cuttings, and coverage of major events)
  • Reports
  • Other documentation related to public relations, honors and awards, accreditation, surveys, studies, diversity, affirmative action, fees, audits, campus art, tribal relations, and mission revision


What records should you not transfer?


Due to spatial limitations, we cannot accept everything! As a general rule, we don’t accept more than one (1) duplicate item. Additionally, we do not accept the following:

  • Active records (records related to ongoing work, or reference work)
  • Blanks (envelopes, letterhead, etc.)
  • Documentation regarding day-to-day operations (work orders, purchasing, receipts, etc.)
  • External publications (not CSUSM-related, likely kept for reference purposes, e.g. San Marcos city building codes, board-meeting minutes not related to CSUSM, etc.)
  • Non CSUSM-related publications, unless they fall under the purview of our collection development policy


What records should be reviewed by Library staff for possible transfer?


  • Books/artifacts of unique provenance or great monetary value, if they are not within the collecting scope of the Library
  • Photographs with no context (information like place, names, dates)
  • Oversized items, such as large plaques, awards, artwork, etc.