Collection Development Policy
Purpose
The Drake University Archives & Special Collections serves as the final repository for the historical records of Drake University. Its primary purpose is to document the history of the University and to provide source material for administrators, faculty, students, alumni, and members of the community, as well as scholars, authors, and other interested persons who seek to evaluate the impact of the University’s activities.
Collecting Scope
The Archives and Special Collections is responsible for the collection, preservation, management, and access of records of enduring value for research and reference use.
The Archives contain non-current records of the University that have lasting administrative, legal, or historical value. It also houses the Political Papers Collection, which consists of the congressional papers of senators and members of the House of Representatives from Iowa as well as records documenting Iowa politics.
Special Collections consist primarily of rare and special printed materials that hold long-term, historical research potential for academic programs. The collections support a broad range of research and teaching activities in the arts, humanities, and social sciences.
The following are areas of collecting interest for the Archives and Special Collections:
University Archives
- Administrative Units and Academic Departmental Records
- Faculty, Staff, and Alumni Papers
- Student Organizational Records
- Drake Affiliated Organizational Records
- Political and Social History Records of Des Moines or Iowa
Special Collections
- Faculty and alumni publications
- Science Fiction books
- Art Books
- Graphic Novels
Records Accepted
The Archives and Special Collections will accept non-current (inactive) University records having permanent, historical value. These records may include:
- Administrative: Annual reports, executive policies & decisions, documents, correspondence, etc.
- Budgets/Acquisitions
- Committees/Councils: Minutes, reports, memoranda, correspondence, etc.
- Faculty/Staff: Vitae, reports, correspondence, curriculum/course syllabi; general review/promotion/tenure processes; organizational charts.
- Facility: Documents, correspondence related to additions/renovations; construction contracts; architectural renderings/plans/blueprints.
- Statistics/Surveys
- Publications: Internally published handbooks, newsletters, manuals; news articles about the department or its faculty/staff.
- Marketing/Publicity: Press releases, posters, brochures, invitations, or programs documenting department events.
- Media: Photographs, negatives, slides, DVDs, or VHS tapes recording department events.
- Awards: Department/Office plaques or certificates.
Records Not Accepted
The Archives and Special Collections will NOT accept records that fall outside our collecting scope or fit into the following categories:
- Materials in a format which requires special, outdated, or antiquated equipment to access and/or if the library does not already own such equipment and purchase of equipment would be prohibitively expensive.
- Materials of a size which the Archives cannot accommodate.
- Materials that are irreparably damaged, infested by insects or mold, or require costly preservation.
Records not accepted include but are not limited to the following:
- Personnel files
- Personal planners/calendars
- Canceled checks
- Bank statements or receipts
- Tax-related files – anything with Social Security numbers on it
- Personal salary information
Gifts and Donations
Any collection accepted commits University Archives & Special Collections to the organization and preservation of the collection, which involves labor and costs for archival supplies. Donors are encouraged to include a monetary donation to fund the cost of processing and preserving their materials.
When a donation is accepted, a deed of gift must be signed.
Due to limited staffing, budget, and space, all donations or gifts are subject to review by the Director of Archives and Special Collections and may be declined.
Electronic Records
Acceptable File Types and Formats for Born-Digital & Digitized Records:
Born-Digital Text Document
Format | Extensions |
---|---|
Microsoft Word | .doc / .docx |
Microsoft Excel | .xls / .xlsx |
Microsoft PowerPoint | .ppt / .pptx |
Portable Document Format | |
Portable Document Format Archival | .pdf/a |
Digitized/Scanned Text Document
Format | Extensions |
---|---|
Tagged Image File Format | .tiff |
Joint Photographic Experts Group (JPEG) | .jpg / .jpeg |
Portable Network Graphics (PNG) | .png |
Portable Document Format | |
Portable Document Format Archival | .pdf/a |
Image
Format | Extensions |
---|---|
Tagged Image File Format | .tiff |
Joint Photographic Experts Group (JPEG) | .jpg / .jpeg |
Portable Network Graphics (PNG) | .png |
Email
Format | Extensions |
---|---|
Email Mail (EML) | .eml |
Email Mailbox | .mbox |
Microsoft Outlook Item (MSG) | .msg |
Sound
Format | Extensions |
---|---|
MPEG Audio Layer III | .mp3 |
Waveform Audio File | .wav |
Video
Format | Extensions |
---|---|
Audio Video Interleaved | .avi |
QuickTime File Format | .mov |
Windows Media Video 9 File Format | .wmv |
Deselection Criteria
- Does the material fall within the scope of current collecting policies?
- Has the material deteriorated beyond usefulness?
- Do any externally imposed restrictions, such as records retention authorizations or donor agreements, apply to the material?
Material to be deaccessioned may be returned to the donor, gifted to a more appropriate repository, or discarded.
Find
SuperSearch Research Databases Research Guides Books & eBooks Journals Media Newspapers & MagazinesBorrow & Request
Borrow & Materials for CheckoutInformation about borrowing, renewing, and materials available for checkout
Course ReservesUse materials placed on reserve by your instructors
FastTRACBorrow books directly from other Iowa academic library partners
Interlibrary LoanBorrow material from libraries around the world
Request a PurchaseAsk the library to purchase books or other research materials
Collections
Archives & Special CollectionsDrake history and Iowa political papers
Digital CollectionsOnline access to unique items from the University Archives
Featured CollectionsBooks, eBooks, and videos we highlight throughout the year
Other Campus CollectionsResearch Support
Research GuidesHandpicked by experts for your area of study
Research ConsultationSchedule a one-on-one session with a librarian
-
Subject ExpertsLibrarians who specialize in your area of study
Citing SourcesFind, organize, and use your citations
TutoringWriting Center, Speaking Center, and other Tutoring
Study SkillsTools & resources to help develop your study skills
Teaching Support
Information Literacy ExpertiseWhat we teach and how we can help in your courses
Library LiaisonsConnect with a librarian
Course ReservesPut material on reserve for your courses
-
Course Material SupportHelp with course material adoptions and textbook alternatives
OERExplore, adopt, adapt, and create open educational resources
Publishing SupportResources to help you publish your research
Records Management
About the Program Collection Policy Donate & Transfer Materials Education & Training FAQAbout the Archives
MissionWhat we do and why
VisitHours, directions, and guidelines for your Archives visit
PoliciesPolicies governing use of Archives resources and services
Contact & SupportReach, follow, and support the Archives
Students
Research SupportGuides, tutorials, and library expertise to help you succeed as a scholar
Using the LibraryBorrowing materials, finding a study space, locating services
Drake OnlineLibrary services and support directed toward Drake Online and other off-campus students
Feedback & ProblemsProvide feedback or resolve a problem with the library
Faculty & Staff
InstructionResources and information literacy expertise to support your teaching
Requesting MaterialsConnect
Meet Our PeopleCowles Library faculty and staff profiles
JobsStudent employment at Cowles Library
Visit
Hours & LocationWhere we are and when we're open
Alumni & VisitorsServices for Drake alumni and visitors
Library Spaces
Floor MapsNavigate the library
Room ReservationsCheck availability and reserve a room
Computers & PrintingTechnology in the library