Mission of University Archives

In accordance with the University of Rhode Island Archives Records Authority Statement, appended, the University Archives is the legal repository for all University Records in all formats. As such, it is its mission to

1. Collect, maintain, organized and make available university records of permanent, administrative legal fiscal and historical value.
2. Provide facilities for the retention, preservation, serving and research of such records.
3. Provide information services to assist in the university’s administration an operation.
4. Serve as a research center for the study of the university’s history and the history of higher education.
5. Promote knowledge and understanding of the origins of programs and goals of the university.

The records consist of:

• Non-current historical records, printed, A/V and digital material generated by the University in the conduct of its official business
• Political papers of Rhode Island Senators. Representatives and Governors, as well as other prominent politicians.
• Papers of faculty and staff
• Committee files
• Records of official and unofficial student organizations
• Photographs
• Records of Faculty organizations, official and unofficial

Printed and digital materials in the Archives include:

• Yearbooks
• Student newspapers
• University, college, and departmental publications
• Directories
• The official copy of all URI theses
• Annual Reports

Policy Regarding Accepting Materials into the Archives

In the absence of a Records Manager, the decision to preserve the records for administrative, legal and fiscal purposes is the responsibility of the university’s permanent officers and administrators in consultation with the University Archivist.

The decision to collect and preserve records of historical value is the responsibility of the University Archivist.  The purpose of collecting such records is to document the development and growth of the university its functions of teaching and research its role in the community at large the activities of its faculty, students, staff and alumni and the development of its grounds.  Priority is given to those records that reflect the activities of University officers and committees which formulate or approve university policy as well as faculty and administrative involvement in these activities.

Mission of Special Collections

The Special Collections Unit provides access to its holdings of unique research collections. Collections of primary and secondary resources are acquired, organized, and preserved by the Library and are made available to qualified researchers under collection criteria and policy described herein.

Collections Currently Maintained in Special Collections

The Rare Book Collections are organized into rare books of general subject interest and around a central theme, subject, or author.

The general Rare Book Collection contains many books of historical interest in botany, zoology, history, philosophy, typography, book arts including books published by fine presses.

Collections developed around a central theme or author include:

• Fritz Eichenberg
• Merrymount Press
• Edna St. Vincent Millay
• Poetry
• Ezra Pound
• Pym Randall Press
• Book arts and printing
• Edwin Arlington Robinson
• Walt Whitman
• Commercial Patterns and related materials
• Early Agricultural Publications

The Rhode Island Book Collection contains books, printed materials, maps, and atlases which specifically document Rhode Island history. Types of materials collected are periodicals, maps, tax books, directories, state publications (published 100 years ago or earlier), and early Rhode Island almanacs.

CoPA, The Commercial Pattern Archives, encompasses an extensive commercial clothing paper pattern collection from the mid-19th century forward and a supporting research library related to tailoring, paper pattern, fashion, and home sewing

Policy Regarding Accepting Materials from circulating collection, Government Publications, or through gift officer

All materials suggested for transfer from the circulating collections will be examined for inclusion following the ACRL Guidelines for selection and transfer of materials from general collections to special collections, 2008, as published on the ALA website and Appended.

A separate review policy has been drafted for accepting Government Publication materials into Special Collections. Appended.

Policy Regarding Accepting Gift Materials from donors

Special collections will adhere to the Library Gift Policy, drafted 2003. Appended

All gift materials of published or manuscript material will be examined by the Special Collections Librarian for suitability in any of the described collections above.

Gift materials are given to Special Collections with the proviso that the donor be acknowledged and the following stipulations are articulated to the donor:
The University of Rhode Island Library Special Collections and Archives welcomes gifts, but accepts them with the understanding that it has the right to handle or dispose of them in the best interest of the institution. Materials may be added to the library provided it is within our standards of selection. Once given to the library material(s) cannot be returned to donors, unless prior stipulations are made.

Determining the tax-deductibility of a gift, is the donor’s responsibility.  University of Rhode Island Library Special Collections and Archives cannot provide appraisals or suggested value, but would be glad to provide names of qualified appraisers at donor’s request.

In accordance with the Library gift policy a donor may receive additional acknowledgement from the Dean of Libraries under separate cover.

Notice of the receipt of a gift is provided by the Library Administration to the appropriate contact at the URI Foundation office.

An Advisory Board (ad hoc) may be established to consult with the Special Collections Librarian to consult of the suitably of materials proposed for donation to or inclusion in Special Collections.