The Archives and Records Center Facilities and Its Holdings

The Andrews University Archives and Records Center (AUARC), or generally referred to as the Archives, is located in the Adventist Heritage Center on the lower level of the James White Library. It is the officially designated and centralized depository for housing and servicing all inactive or semi-active University records, whose reference rate does not warrant further retention in the office of origin. Many of these records have administrative, fiscal, legal, historical or cultural value to Andrews University and to its predecessors, Battle Creek College, Emmanuel Missionary College, Potomac University, and the SDA Theological Seminary.

The Archives is managed according to standards commonly employed in the archives and management field. Additionally, the archives operates with direction from the Andrews University Archives and Records Center Committee which has both policy-making and advisory jurisdiction. Questions concerning records management at Andrews University should be directed to the University Archivist.

Administratively, the Andrews University Archives and Records Center has two parts. One is the Records Center and the other is the Archives. Both are in the same location but manages differently. The Archivist and his staff administers both parts.

The Records Center area receives and holds large volume of records from all the various entities/units of the University. The records that comprise the Archives are arranged in record groups corresponding to the administrative organization of the University (see Appendix XV), and are held for varying lengths of time as determined by established record retention schedules. These retention schedules are established in consultation with the archivists, the various University entities/offices of origin, and the Archives and Records Center Committee. For an example see Appendix X.

At the time specified in the record retention schedule, the records are either destroyed, stored in the Record Center area permanently, transferred to the Archives area, or transferred to the Adventist Heritage Center. All records in the Records Center area are closed for research purposes without special arrangement with the office of origin and the archivist.

The Archives area permanently holds records of Andrews University which have enduring legal, historical or cultural value. All records in the Archives area are open for research purposes.

A third partner in this arrangement is the Adventist Heritage Center (AHC). The AHC holds and makes available for research University publications and the personal papers of faculty and staff.

The Archives holds correspondence and topical files for several EMC and AU presidents as well as records of academic vice presidents, deans, library directors, the public relations office, and others. Other records include enrollment, financial and statistical reports, the Working Policy, and some accreditation reports. The AHC holds a complete set of the following publications: Bulletin, Student Movement, Cardinal, and Cast. There are thousands of photographs from Battle Creek College days to the more recent years.

1.2 Responsibilities of the Andrews University Archives and Records Center


1.2.1 To oversee the records management program of Andrews University.

1.2.2 To work with each unit to assist and properly care for the management of records.

1.2.3 To aid in the orderly transfer of records from each entity/unit of the University to the Archives.

1.2.4 To provide secure storage for non-current records in the Records Center.

1.2.5 To process records to the extent of allowing the Records Center staff to properly manage the records while they are kept in storage. This includes preparation of appropriate finding aids and disposition information.

1.2.6 To provide reference service to the office of origin to their records stored in the Records Center.

1.2.7 To orderly dispose of records held in the Records Center according to established records retention schedules.

1.2.8 To provide access to University records held in the Archives for research purposes.

1.3 Research Use of Records in the Archives and Possible Restrictions

All records in the Archives are open for research. Records which should not be open are retained in the Records Center under the usual access guidelines for records in that area.

Records may be transferred from the Records Center to the Archives without being screened for possible restricted content. The staff of the Archives will not intentionally look for material to restrict. However, in the course of processing records, some may come to the attention of the staff which may fall into the categories outlined below.

Restrictions

Records containing the following material may be considered for restriction:

1.3.1 Serious ethical mistakes of individuals such as mismanagement of funds, dishonesty, marital infidelity, indecency, etc.

1.3.2 Other problems or comments which would bring serious embarrassment to Andrews University or the Seventh-day Adventist Church. Efforts will be made not to restrict except for the most flagrant and damaging matters.

1.3.3 Political comments regarding national or international circumstances that criticize governments or suggest disloyalty which could affect the mission activity of the Seventh-day Adventist Church in a country or region.

Time period of restriction

1.3.4 The restriction may be in place for thirty (30) years from the date of record creation.

1.3.5 If a researcher wishes to have access to restricted material prior to the expiration of the 30 years, permission must be secured from the office of origin.

The Archivist, in consultation with the Archives and Records Center Committee may vary the period of restriction or extend it indefinitely.