Services for Depositors
The University of Melbourne Archives and its Donors
The University of Melbourne Archives (UMA) ‘is responsible for the University's own historical records and is also a national collecting archive which develops, preserves, exhibits and provides access to its collections in support of the University's teaching and research programs and community development agenda’.
Our prime responsibilities are to preserve the University’s corporate memory and to support its teaching and research goals. Since its inception in 1960 UMA has supported teaching and research by developing alliances with a range of businesses, trade unions, community groups and individuals to preserve their records and open them to research.
Our collection of over fifteen kilometres is one of the largest non-government archives in Australia. It has resulted from nearly fifty years of collecting and is a diverse holding of enormous cultural and research importance.
The Collection Development Policy states the kind of records which UMA is able to consider adding to its holdings. Although we have traditional strengths in three areas – our own history, Victorian business and labour – we have become a generalist collection covering all aspects of Victorian life and historical aspects of all academic disciplines.
Services to University depositors and donors
All Official University records of Central Administration and Departments come to UMA once they have been appraised and processed under the policies and procedures established by the University’s Records Services. Their policies and contact details are found at http://www.unimelb.edu.au/records/index.html
UMA acquires the records of academic staff and clubs and societies directly in accordance with the same procedures as for non-University depositors and donors seen below.
Services to non-University depositors and donors
What does the depositor gain?
Since our opening in 1960, many organisations and individuals who value their own records as part of their corporate memory and as historical documents have donated or deposited their records with us to assist in our endeavour.
To these people we offer the following services.
- Researcher access to collections is managed in accordance with conditions mutually agreed with depositors in our Certificate of Transfer, preferably on open access.
- Researchers only have access to records under our secure and supervised conditions.
- No copying is allowed without appropriate copyright conditions being observed.
- Records are stored in our remote repository which is equipped with state-of-the-art air conditioning and humidification, security, monitoring, and fire systems.
- Records are repackaged where appropriate into acid free materials to ensure their preservation in the long term.
- Collections may be gifted to the University under the Cultural Gifts Program of the Commonwealth Government.
- Archives staff will conduct minor research and answer enquiries for donors from their own records.
- Authorised representatives of the donor may have access to records on twenty-four hours notice within our secure Repository.
- Where records are on long-term loan from organisations, small numbers of records may be removed by the depositor if they pay for courier service, on the expectation that the records will return to UMA when their use is completed.
- Records management advice on retention and disposal of records is available where possible.
In addition depositing organisations will find that their own storage space is freed for other uses.
Conditions of deposit and access
Before records can be transferred to UMA, they need to be considered against UMA collection policy, appraised and accepted. Conditions of deposit and access also need to be negotiated either under a Certificate of Transfer or the Cultural Gifts Program.
Speak to the archivist in charge of accessions and processing and help them to fill out an acquisition form. An acquisition form ensures that all of the issues that need to be covered before a decision can be made to accept the records are discussed. This will include the approximate quantity of records, formats, whether they are listed or can be listed, any financial assistance and so on.
When accepting deposits from non-university people or organisations, University policy strongly prefers material to be gifted with no access restrictions. That is, ownership of the material is passed to the University, and UMA staff is able to grant researchers access on request.
In the past UMA has accepted collections on permanent long-term loan with access restrictions set by the depositor. Both long term-loans and access restrictions are still possible if there are compelling reasons such as privacy, and must be negotiated with senior UMA staff. Where collections are held on long-term loan we ask depositors to contribute annually to our costs.
Procedures once agreement reached
Once agreement is reached with depositors that UMA will accept their records, a survey will be done to define the permanent records to be accepted. The records are then box listed, and sent to UMA. A Procedure Guide is available to assist with this preparation.
Once the records reach UMA they are registered and assessed for further processing. The box list ensures that the records are accessible before full processing is completed. After full processing UMA will supply the depositor with a copy of the finding-aid and it will also be available in the Reading Room for researchers to access.
Procedure Guide for Transferring Records
Please refer to our Procedure Guide for Transferring Records for further advice on preparing records for transfer to our remit.