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Archives: Policies

About the Archives

Contact the Archives

Phone:
(605) 995-2618

Email:
archives@dwu.edu

Mailing Address:
McGovern Library Archives
1200 W. University Ave. 
Mitchell, SD 57301

Hours:
Monday - Friday
8:00 am - 5:00 pm

Saturday & Sunday
Closed

Policies and Procedures

Dakota Wesleyan University Archives: Collection Development Policy for the University Archives Collection


Mission

The mission of the Dakota Wesleyan University Archives is to collect and preserve official records, publications, and other materials in all formats that document the history of Dakota Wesleyan University and the work of its faculty, administrators, staff, students, and alumni in a manner that maximizes the findability of materials, the accessibility of those materials, and the sustainability of the archives themselves.


Scope and Purpose

The University Archives documents all aspects of Dakota Wesleyan University history from 1885 to present. The purposes of the university’s archival documentation are to:

  • Provide historical information and support and facilitate research in support of the mission and ongoing operations of the university.
  • Serve faculty, student, alumni, and nonaffiliate research interests related to the institution’s past.
  • Support the university’s educational mission.
  • Support exhibits, commemorative activities, and use of historical materials in university communications, and other examples of public history.

Subject Coverage

The sections below represent the general collecting areas of the Dakota Wesleyan University Archives. The archives collect materials in a wide variety of formats, including paper documents, electronic and digital-born records, artifacts, photographic media, audio, and moving images. In addition to content, the archives also considers the long-term preservation needs of the materials collected, and the preservation capabilities and capacities of the archives themselves (i.e., including spatial and other capacities - e.g., the need to add duplicate copies of materials into the archive’s holdings).

University records that have historical, fiscal and/or legal value. These records include:

  • Governance and policy documents.
  • Administrative files.
  • Departmental historical files.
  • Events and programs.
  • University contributions to research and discovery.
  • Campus related audio and visual materials.
  • Student organization materials.

Historical materials that help to tell the DWU story and to document the people, places, and events that contribute to that story. These records include:

  • Records of student life and activities such as correspondences, scrapbooks, photographs, programs, administrative records, programming and outreach materials, and memorabilia.
  • Publications in which the University is described and mentioned, or which provide background for the history of the university.
  • Materials collected by people or organizations not connected to the university, but which document the intellectual, cultural, administrative, and social life of DWU.

University publications and organizational records that were published and distributed either internally or externally. These records include:

  • The Tumbleweed Yearbook.
  • Serial publications such as university newspapers and newsletters.
  • Minutes and reports from student, faculty, and staff organizations.

Record Genres

The Dakota Wesleyan University Archives is dedicated to preserving critical historical information, and as such, does not categorically accept or reject records based on their type. However, it is the posion of the University Archives that the following types of records are mostly likely to contain important historical information that should be preserved in the archives:

  • Publications and printed materials such as programs; newsletters and newspapers; leaflets, brochures, and booklets; catalogs and bulletins; posters; press releases and other promotional materials.
  • Reports: annual, quarterly, working group, committee and similar reports that summarize, draw conclusions, or make recommendations.
  • Architectural plans.
  • Meeting agendas, minutes, and associated materials from departmental and task force committees, as well as from governance bodies.
  • Correspondence of a substantive nature, e.g., emails, letters, and memos discussing or communicating information to a limited number of individuals.

Similarly, there are genres of records that are not likely to warrant permanent retention in the archives. These include:

  • Working files and drafts for publications or reports when final versions are available.
  • Accounting and financial records for routine transactions.
  • Data entry forms and worksheets.
  • Correspondence of a routine nature, e.g., form letters and standard cover memos.
  • Files that contain only copies of forms that are permanently maintained by another office.

Exclusions (i.e., Things That the Archives Does Not Collect)

Below are the areas and resources that the archives either does not collect or no longer collects. Materials that the archives does not accept generally fall into three broad categories: materials better suited to other repositories, short-term or active records, and materials duplicative of our current holdings. These items include:

  • Non-university records
  • Student files such as transcripts, registration records, grades, degrees earned, etc.
  • Personnel files of employees
  • Plaques, awards, and trophies
  • Large items that are better suited for museum displays
  • Materials exhibiting mold or exposure to rodents and pests
  • Severely damaged or extremely fragile items
  • Material unrelated to the university and outside of the archives collecting areas
  • Duplicate copies of materials already held by the DWU Archives

Note: A maximum of two copies of any printed publication or memorabilia item will be collected by the University Archives.


Deaccessioning (i.e., Removing Materials from the University Archives)

Deaccessioning is an essential function and tool of collection development and curation. Material selected to be deaccessioned may be returned to the donor (based on donor agreements), gifted/transferred to a more appropriate repository, or discarded. In identifying materials for deaccessioning the Archives staff considers the following:

  • Does the material in question fall within the scope of the archives collection development policy and collecting practices?
  • Has the material deteriorated in such a way that it cannot be reproduced or is beyond being useful due to its condition?
  • Have the materials been subjected to poor environmental conditions, resulting in mold, water damage, fire damage, or the materials show evidence of being exposed to rodents or pests?
  • Do any established externally imposed restrictions such as records retention schedules, deposition authorizations, or donor agreements apply to the materials?
  • Are there more than two copies held within the archives?

Review Cycle

This policy will be reviewed every 5 years from the initial date of approval.


Approved

October 2022

Dakota Wesleyan University Archives: Collection Development Policy for the George S. McGovern Collection  


Mission

The mission of the Dakota Wesleyan University Archives is to collect and preserve official records, publications, and other materials in all formats that document the history of Dakota Wesleyan University and the work of its faculty, administrators, staff, students, and alumni in a manner that maximizes the findability of materials, the accessibility of those materials, and the sustainability of the archives themselves.


Scope and Purpose

The George S. McGovern Collection within the University Archives documents materials by and about Senator George McGovern’s career and life. The purposes of this documentation are to:

  • Provide historical information and support and facilitate research regarding George McGovern, his life, and his career.
  • Serve faculty, student, alumni, and nonaffiliate research interests related to George McGovern.
  • Support the university’s educational mission.
  • Support exhibits, commemorative activities, and use of historical materials in university communications, and other examples of public history.

Subject Coverage

The sections below represent the general collecting areas of the George S. McGovern Collection within the University Archives. The archives collect materials in a wide variety of formats, including paper documents, electronic and digital-born records, artifacts, photographic media, audio, and moving images. In addition to content, the archives also considers the long-term preservation needs of the materials collected, and the preservation capabilities and capacities of the archives themselves (i.e., including spatial and other capacities - e.g., the need to add duplicate copies of materials into the archive’s holdings).

The George S. McGovern Collection includes materials by and about George McGovern, his time at Dakota Wesleyan University as a student and as a professor, his political career, and his personal life. These records include:

  • Biographical materials.
  • Correspondences, journals, and diaries.
  • Papers and written materials.
  • Photographs and film.
  • Memorabilia, ephemera, and artwork.

Record Genres

The Dakota Wesleyan University Archives is dedicated to preserving critical historical information, and as such, does not categorically accept or reject records based on their type. However, it is the position of the University Archives that the following types of records are mostly likely to contain important historical information that should be preserved in the archives:

  • Publications and printed materials such as programs; newsletters and newspapers; leaflets, brochures, and booklets; catalogs and bulletins; posters; press releases and other promotional materials.
  • Reports: annual, quarterly, working group, committee and similar reports that summarize, draw conclusions, or make recommendations.
  • Correspondence of a substantive nature, e.g., emails, letters, and memos discussing or communicating information to a limited number of individuals.

Similarly, there are genres of records that are not likely to warrant permanent retention in the archives. These include:

  • Working files and drafts for publications or reports when final versions are available.
  • Accounting and financial records for routine transactions.
  • Data entry forms and worksheets.
  • Correspondence of a routine nature, e.g., form letters and standard cover memos.
  • Files that contain only copies of forms that are permanently maintained by others.

Exclusions (i.e., Things That the Archives Does Not Collect)

Below are the areas and resources that the archives either does not collect or no longer collects. Materials that the archives does not accept generally fall into three broad categories: materials better suited to other repositories, short-term or active records, and materials duplicative of our current holdings. These items include:

  • Non-George McGovern related records
  • Personal documents and files of individuals
  • Large items that are better suited for museum displays
  • Materials exhibiting mold or exposure to rodents and pests
  • Severely damaged or extremely fragile items
  • Material unrelated to George McGovern and outside of the archives collecting areas
  • Duplicate copies of materials already held by the DWU Archives

Note: A maximum of two copies of any printed publication or memorabilia item will be collected by the University Archives.


Deaccessioning (i.e., Removing Materials from the University Archives)

Deaccessioning is an essential function and tool of collection development and curation. Material selected to be deaccessioned may be returned to the donor (based on donor agreements), gifted/transferred to a more appropriate repository, or discarded. In identifying materials for deaccessioning the Archives staff considers the following:

  • Does the material in question fall within the scope of the archives collection development policy and collecting practices?
  • Has the material deteriorated in such a way that it cannot be reproduced or is beyond being useful due to its condition?
  • Have the materials been subjected to poor environmental conditions, resulting in mold, water damage, fire damage, or the materials show evidence of being exposed to rodents or pests?
  • Do any established externally imposed restrictions such as records retention schedules, deposition authorizations, or donor agreements apply to the materials?
  • Are there more than two copies held within the archives?

Review Cycle

This policy will be reviewed every 5 years from the initial date of approval.


Approved

October 2022

Dakota Wesleyan University Archives: Collection Development Policy for the Francis H. Case Collection


Mission

The mission of the Dakota Wesleyan University Archives is to collect and preserve official records, publications, and other materials in all formats that document the history of Dakota Wesleyan University and the work of its faculty, administrators, staff, students, and alumni in a manner that maximizes the findability of materials, the accessibility of those materials, and the sustainability of the archives themselves.


Scope and Purpose

The Francis H. Case Collection within the University Archives documents materials regarding Senator Francis Case’s political career. The purposes of this documentation are to:

  • Provide historical information and support and facilitate research around the subject of Francis Case and his career.  

  • Serve faculty, student, alumni, and nonaffiliate research interests related to Francis Case.  

  • Support the university’s educational mission.

  • Support exhibits, commemorative activities, and use of historical materials in university communications, and other examples of public history.


Subject Coverage

The sections below represent the general collecting areas of the Francis H. Case Collection within the University Archives. The archives collect materials in a wide variety of formats, including paper documents, electronic and digital-born records, artifacts, photographic media, audio, and moving images. In addition to content, the archives also considers the long-term preservation needs of the materials collected, and the preservation capabilities and capacities of the archives themselves (i.e., including spatial and other capacities - e.g., the need to add duplicate copies of materials into the archive’s holdings).

The Francis H. Case Collection includes materials by and about Francis Case, his congressional papers, and his time at Dakota Wesleyan University as a student. These records include:

  • Congressional papers and materials.

  • Biographical materials.

  • Correspondences, journals, and diaries.

  • Papers and written materials.

  • Photographs and film.

  • Memorabilia, ephemera, and artwork.


Record Genres

The Dakota Wesleyan University Archives is dedicated to preserving critical historical information, and as such, does not categorically accept or reject records based on their type. However, it is the position of the University Archives that the following types of records are mostly likely to contain important historical information that should be preserved in the archives:

  • Publications and printed materials such as programs; newsletters and newspapers; leaflets, brochures, and booklets; catalogs and bulletins; posters; press releases and other promotional materials.

  • Reports: annual, quarterly, working group, committee and similar reports that summarize, draw conclusions, or make recommendations.

  • Correspondence of a substantive nature, e.g., emails, letters, and memos discussing or communicating information to a limited number of individuals.

Similarly, there are genres of records that are not likely to warrant permanent retention in the archives. These include:

  • Working files and drafts for publications or reports when final versions are available.

  • Accounting and financial records for routine transactions.

  • Data entry forms and worksheets.

  • Correspondence of a routine nature, e.g., form letters and standard cover memos.

  • Files that contain only copies of forms that are permanently maintained by others.


Exclusions (i.e., Things That the Archives Does Not Collect)

Below are the areas and resources that the archives either does not collect or no longer collects. Materials that the archives does not accept generally fall into three broad categories: materials better suited to other repositories, short-term or active records, and materials duplicative of our current holdings. These items include:

  • Non-Francis Case related records

  • Personal documents and files of individuals

  • Large items that are better suited for museum displays

  • Materials exhibiting mold or exposure to rodents and pests

  • Severely damaged or extremely fragile items

  • Material unrelated to Francis Case and outside of the archives collecting areas

  • Duplicate copies of materials already held by the DWU Archives

Note: A maximum of two copies of any printed publication or memorabilia item will be collected by the University Archives.


Deaccessioning (i.e., Removing Materials from the University Archives)

Deaccessioning is an essential function and tool of collection development and curation. Material selected to be deaccessioned may be returned to the donor (based on donor agreements), gifted/transferred to a more appropriate repository, or discarded. In identifying materials for deaccessioning the Archives staff considers the following:

  • Does the material in question fall within the scope of the archives collection development policy and collecting practices?

  • Has the material deteriorated in such a way that it cannot be reproduced or is beyond being useful due to its condition?

  • Have the materials been subjected to poor environmental conditions, resulting in mold, water damage, fire damage, or the materials show evidence of being exposed to rodents or pests?

  • Do any established externally imposed restrictions such as records retention schedules, deposition authorizations, or donor agreements apply to the materials?

  • Are there more than two copies held within the archives?


Review Cycle

This policy will be reviewed every 5 years from the initial date of approval.


Approved

October 2022

Dakota Wesleyan University Archives: Collection Development Policy for the J. Leonard Jennewein Collection


Mission

The mission of the Dakota Wesleyan University Archives is to collect and preserve official records, publications, and other materials in all formats that document the history of Dakota Wesleyan University and the work of its faculty, administrators, staff, students, and alumni in a manner that maximizes the findability of materials, the accessibility of those materials, and the sustainability of the archives themselves.


Scope and Purpose

The J. Leonard Jennewein Collection within the University Archives is a subset of the Jennewein Western Library and documents South Dakota and the region. The purposes of the university’s archival documentation are to:

  • Provide historical information and support and facilitate research of South Dakota and the region.
  • Serve faculty, student, alumni, and nonaffiliate research interests related to South Dakota and the region.
  • Support the university’s educational mission.
  • Support exhibits, commemorative activities, and use of historical materials in university communications, and other examples of public history.

Subject Coverage

The sections below represent the general collecting areas of the J. Leonard Jennewein Collection within the University Archives. The archives collect materials in a wide variety of formats, including paper documents, electronic and digital-born records, artifacts, photographic media, audio, and moving images. In addition to content, the archives also considers the long-term preservation needs of the materials collected, and the preservation capabilities and capacities of the archives themselves (i.e., including spatial and other capacities - e.g., the need to add duplicate copies of materials into the archive’s holdings).

The J. Leonard Jennewein Collection includes documents, materials, and books about South Dakota and the region. These records include:

  • Rare and historical books.
  • Photographs and images.
  • Papers, records, and historical files.

Collection Policy

At this time, the Dakota Wesleyan University Archives is not actively collecting or receiving donations for the J. Leonard Jennewein Collection within the University Archives.

Note: A maximum of two copies of any printed publication or memorabilia item will be collected by the University Archives.


Deaccessioning (i.e., Removing Materials from the University Archives)

Deaccessioning is an essential function and tool of collection development and curation. Material selected to be deaccessioned may be returned to the donor (based on donor agreements), gifted/transferred to a more appropriate repository, or discarded. In identifying materials for deaccessioning the Archives staff considers the following:

  • Does the material in question fall within the scope of the archives collection development policy and collecting practices?
  • Has the material deteriorated in such a way that it cannot be reproduced or is beyond being useful due to its condition?
  • Have the materials been subjected to poor environmental conditions, resulting in mold, water damage, fire damage, or the materials show evidence of being exposed to rodents or pests?
  • Do any established externally imposed restrictions such as records retention schedules, deposition authorizations, or donor agreements apply to the materials?
  • Are there more than two copies held within the archives?

Review Cycle

This policy will be reviewed every 5 years from the initial date of approval.

The J. Leonard Jennewein Collection within the University Archives, along with the Jennewein Western Library Collection will be reviewed every 3 years to determine appropriate locations of materials.


Approved

October 2022

© 2022 McGovern Library, Dakota Wesleyan University

Email: library@dwu.edu | Phone: (605) 995-2618 | 1200 W. University Ave, Mitchell, SD 57301