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last updated: 10/3/2012

Transfer information for personal papers (University Archives)

Transfer guidelines for personal papers of faculty and staff

The Office of University Archives and Records Management is the repository on the IU Bloomington campus primarily responsible for collecting the personal papers of prominent Indiana University faculty and staff. The personal papers of faculty and staff provide a rich source for historical research. If you are interested in discussing the transfer of your papers, please contact Philip Bantin, University Archivist at (812) 855-5897, or by e-mail at

The following guidelines will assist faculty and staff in identifying those portions of their files that are appropriate for transfer to the Archives. This list is by no means definitive or exhaustive. It is intended as a general approximation of materials that reflect and illuminate the careers of Indiana University faculty and staff members. Materials not specifically cited below that contribute toward documenting faculty and staff careers are, of course, welcome.

Papers commonly transferred to the Archives include, but are not limited to, the following materials:

  • Biographical material
    Resumes, vitae, bibliographies, biographical and autobiographical sketches, chronologies, genealogies, and newspaper clippings
  • Correspondence
    • Official: outgoing (copies and/or drafts) and incoming letters and memoranda generated in the course of conducting university business
    • Professional: outgoing and incoming letters relating to all facets of one's academic career, including correspondence with colleagues, publishers, professional organizations and students
    • Personal: letters to and from friends, relatives and business associates
  • Diaries, notebooks and appointment calendars
  • Classroom material
    Lecture notes, overheads, slides, syllabi, course outlines, reading lists, examinations, and student papers
  • Research files
    Outlines, research designs, raw data, notes, analyses and reports of findings
  • Departmental and committee records
    Agenda, minutes, reports, correspondence and related material
  • Drafts and manuscripts of articles, books, reviews and speeches
  • Published articles and monographs
  • Audiovisual material
    Tapes, videotapes and films documenting personal and professional activities and/or Indiana University events or subject matter.
  • Photographs
    Prints, negatives, slides and digital images documenting personal and professional activities and/or Indiana University events or subject matter.
  • Memorabilia
Documents which generally should not be transferred without prior consultation with the Archivist include:
  1. Detailed financial records, canceled checks, and receipts;
  2. Non-personally addressed mail and routine letters of transmittal and acknowledgment (i.e., "Junk Mail");
  3. Duplicates and multiple copies of publications, course materials; all other duplicate material: transfer only the original and heavily annotated copies;
  4. Reference collections of books, research papers, journal articles, and reprints written by other persons. However, any of these publications that contain your annotated remarks or notes should be transferred to the Archives.

last updated: 10/3/2012