Transfer Materials to the University Archives

Marshall University Archives, established in 1971, serves to preserve materials created by the University about the University. The University Archives functions as the official repository for the preservation of selected materials from departments and colleges across campus. The transfer of your department’s materials to the University Archives ensures we properly maintain materials of historical significance related to the University for the future.

What to Transfer

Broadly stated, the Archives accepts materials which document the University’s activities, functions, decisions, and policies (both adopted and rejected). These documents must not be actively in use. The list below provides some examples of materials of historical significance, though is not an exhaustive list. If you have questions about whether something has long-term value—contact Lindsey Harper, University Archivist and Records Management Librarian (, for a consultation.

  • Constitutions and by-laws, minutes and proceedings, and reports of committees, task forces, or the University board
  • Correspondence and speeches from key administrators
  • Academic program materials (including internal evaluations, curriculum changes, and proposals for new programs)
  • Policy development files such as the creation and revision of policies and procedures
  • Audio visual materials such as official or promotional photos, films, sound, and video recordings
  • Printed materials including student publications and publicity-based materials from events happening across campus
  • Records of official events, including conferences, lecture series, seminars, building dedications, and memorial ceremonies
  • Reports from external bodies about University operations, such as accreditation reports
  • Records of student organizations
  • Summary financial records
  • Final graduation lists
  • Artifacts and memorabilia (only in the case of great importance to the history of the University and manageable in physical size and condition).

What Not to Transfer

  • Active records in regular use by your department
  • Student records or other files containing personally identifying information
  • General office management files (day-to-day operations)
  • Blank Forms

What We Need From You

  • Department Name
  • A broad list of items in the donation and included years (this does NOT have to be an item-level list—for example, if it’s Committee Meeting Minutes state which committee and the years included).
  • How many boxes of materials do you want to transfer?

Please reach out to Lindsey Harper (, University Archivist, to work with her about how to best prepare your department’s files for transfer to the University Archives.