About the University Archives

In coordination with the Archives and Institutional Assets Program, Special Collections is charged with collecting, preserving, administering, and providing access to the University Archives. Holdings include non-current University records of historic value and a variety of other materials, including photographs and publications. Both print (analog) and electronic (digital) records are accepted for transfer into the archives. The University Archives are non-circulating and may be used by faculty, students, and the public under regular Reading Room rules.

Transferring Records to the University Archives

We welcome historical archives and records from the administrative offices, campus organizations, and student groups. Please contact us at (530) 752‑1621 or speccoll@ucdavis.edu to discuss the records that you wish to transfer to the University Archives.

Special Collections at the University Library is the repository for the University Archives and collects the non-current records of historical value for the University. The Archives preserves and makes these documents available for research and instruction. Special Collections provides reference assistance and an environmentally sound storage location for archival materials. It is our role to preserve the history of the University's activities and accomplishments.

Reminder: The University Archives will only have a record of your activities if you submit materials to Special Collections. Please deposit a historical record of your activities.

The following guidelines are intended to assist in identifying those portions of files that are appropriate for transfer to Special Collections.

Records commonly transferred to the University Archives include:

  • Memoranda
  • Architectural records,
  • Bylaws and revisions,
  • Committee and task force reports,
  • Constitution and revisions,
  • Legal documents,
  • Minutes of meetings,
  • Organizational charts,
  • Planning documents,
  • Policy documents,
  • Reports,
  • Rosters,
  • Surveys
Office files
  • Activities and functions,
  • Project files,
  • Subject files
  • Budgets,
  • Financial statements
  • Announcements,
  • Brochures,
  • Directories,
  • Handbooks,
  • Histories,
  • Monographs,
  • Newsletters,
  • Pamphlets,
  • Posters,
  • Press Releases,
  • Programs,
  • Serials (or Periodicals)
Audio Visual materials
  • Artwork (of historical University interest),
  • Audio recordings,
  • Motion Pictures,
  • Photographs,
  • Slides,
  • Video recordings
  • Awards,
  • Certificates,
  • Clippings,
  • Scrapbooks,
  • Speeches,
  • University realia

Records that should NOT be transferred to the Archives include:

  • Personnel files, including tenure review files.
  • Student records, e.g. grade sheets.
  • Current records that are in constant or continual use.
  • All duplicate materials: submit only the original copy and annotated copies with significant notes or changes.
  • Preliminary papers, reports, work papers and drafts; which have been published (supply the published version).
  • Statistical data or questionnaires, if the results are recorded and preserved in a document or published report.

This list is intended as a general guide. If there are questions about records not listed here contact us at (530) 752‑1621 or speccoll@ucdavis.edu.