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For Stanford Faculty: Donating Papers to the University Archives
Faculty papers are a vital source of information on the history of teaching, research, and University governance. Materials of particular interest to the Archives include:
- Lecture notes, syllabi, reading lists, handouts, and other materials prepared for classroom use
- Research journals and notes
- Conference papers and other documents from involvement in professional organizations
- Meeting minutes, agendas, and notes from University or other committee service
- Audiovisual materials, including still photographs and negatives, motion picture film, oral history interviews, audio and video tapes
- Grant proposals and reports (final versions only)
- CVs, bibliographies, and biographical statements
- One copy each of all articles, books, and other published works
Other materials that might be of long-term historical importance but which require careful evaluation by Archives staff include research data and drafts of published work.
The University Archives collects materials regardless of format. Electronic records which meet the criteria listed above may be accepted by the Archives for long-term preservation.
Faculty papers: legal and ethical issues
Faculty papers are considered the property of their creators and are given to the University through a deed of gift.
In the course of their careers, faculty members write recommendations for students and colleagues and may participate in tenure reviews. Recommendations are prepared for one purpose and cannot legally be reused for another purpose without the permission of the subject. To protect the privacy of individuals, the Archives requests that when possible recommendations be removed from faculty papers before they are donated.
Honors papers and other undergraduate work that may be included in class materials received by the Archives are considered part of the student’s record. The materials may be read by users, but may not be reproduced (even under fair use guidelines) without the written permission of the author.
We recognize that faculty members may have other concerns related to privacy and confidentiality of content in their papers. We will work with you when necessary to protect sensitive materials through appropriate access restrictions.
How to proceed
Consult our Instructions for Preparing Material For Transfer. Staff are available to help evaluate the historical significance of faculty papers and guide you through the process of donating papers to the University Archives. For more information, please contact:
Aimee Morgan, Assistant University Archivist
August 2, 2012