|Collection Development Policy: Acquisition of Materials|
The University Archivist/Special Collections Librarian has the primary responsibility for the collection development of the Archives & Special Collections.
The University Archivist/Special Collections Librarian encourages the involvement of YSU administration, Maag Library staff, History Department faculty, the Youngstown State University Foundation, the Youngstown State University Alumni Association, YSU community, regional community, and Archives & Special Collections patrons in collection development efforts.
Archives and Special Collections materials are normally acquired in the following manner:
Appraisal is the basis for selecting records and papers that are to be retained in the Department of Archives & Special Collections. Archival Appraisal has been defined as the process of evaluating actual or potential acquisitions to determine if they have sufficient long-term research value to warrant the expense of processing and preserving the collection by the archival repository. Careful appraisal of potential collections is of primary importance in eliminating unwanted materials and unnecessary growth. Before materials are accepted into the Department of Archives & Special Collections, the University Archivist/Special Collections Librarian will conduct a careful appraisal of the materials as a group. Preliminary and subsequent weeding of a record or manuscript group occurs as the materials are being processed. Processing involves further appraisal/weeding, arrangement, description, storage and conservation.
Restrictions on Archival Records
Records that may violate the right to privacy of students or personnel as delineated in the Freedom of Information Act, Ohio Freedom of Information Act, the Federal Records Retention Act, and the Ohio Records Retention Act will not be accepted by the Department of Archives & Special Collections.
Ownership of Archival Records
YSU shall hold title to its non-current records of historical value. These records will be acquired through custodial transfer from various offices either by way of approved records retention schedules or ad hoc transfer of records to the Department of Archives & Special Collections. Papers of individual family and alumni will be acquired through legal donation. The Department of Archives & Special Collections reserves the right to dispose of materials that do not fit within the mission and goals of the Department of Archives & Special Collections.