Archives and Institutional Assets
Key aspects of the program include:
- Preservation of university records of enduring historical and research value
- Stewardship of UC Davis researcher assets, especially working papers, data sets, lab notebooks, correspondence, manuscripts, committee documents, blogs, visual materials, and media
- Seamless integration of print and born digital/digitized assets to enhance discovery and illustrate impact
- Consultation with UC Davis constituents to identify and track their high-value assets, make informed decisions about their long-term management, and enhance their discovery and use
The Archives and Institutional Assets Program (AIAP), in essence, works with UC Davis faculty, staff, and researchers to curate and preserve their legacies, ensuring that their most important and influential works remain accessible over the long-term. The program works collaboratively with UC Davis constituents to steward, preserve, and make accessible assets created in the course of research, teaching, patient care, and community service. By leveraging library services, technologies, and campus wide partnerships, the AIAP emphasizes the impact that UC Davis researchers have on their students, their disciplines, and the wider community.
Information is only as valuable as people’s ability to find and use it. What are you as a UC Davis faculty member or researcher creating beyond your publications that demonstrates your impact and should be preserved as a part of your legacy? What do you have in your filing cabinets or on the hard drive of your laptop that might be better preserved and made accessible in our archival program? The AIAP can help with the answers to these questions. Please contact Kevin C. Miller, University Archivist, for more information.
The AIAP works closely with a suite of other library programs, including the Data Management Program, the Digital Scholarship Program, and the Scholarly Communications Program, and library services, such as Research Support Services and Special Collections, to provide UC Davis faculty, staff, and students with comprehensive support learning, teaching, researching, and publishing in the 21st century.
The Archives and Institutional Assets Program collects content created by UC Davis constituents in the course of research, teaching, patient care, and community/university/professional service. There is a special emphasis in the program on collecting materials related to works and initiatives through which you have had the greatest impact—whether on students, on patients, on your discipline or field of research, on the university, on the community, or on the world.
Traditionally referred to as “faculty papers,” the AIAP will work with faculty, researchers, and staff—including emeriti and retired academic staff—to identify content in any format that best fits the profile for transfer to the archives. Collectively, this material provides a rich resource of university history in addition to documenting and highlighting the careers of individuals.
Interested researchers will access your “papers” and assets through the Special Collections department of the University Library, where they are administered and made available as manuscript collections.
What do we collect?
All of the following types of content are potential candidates for transfer to the archive. We accept both digital (electronic) formats and physical (print or analog) formats. Content must be devoid of sensitive information that would prevent the item form being accessed on legal or ethical grounds. Correspondence, including both paper and electronic mail
- Grant proposals and reports
- Lab notebooks, field notes, and other research notes
- Research datasets, transcripts, or related (see also Data Management Program)
- Drafts of significant publications
- Speeches and lectures
- Significant items, such as visual aids or important slide sets, used in teaching
- Course syllabi
- Administrative records of department chairs
- Records of committees for which the faculty member chaired or played a major role
- Policy documents
- Significant records of local, state, national, or international service or activity
- Images (photographs, slides, negatives, digital files)
- Moving image or audio recordings and other media (usually non-commercial)
- Websites or blogs that the faculty member administers
- Other biographical materials, including scrapbooks
Materials generally NOT collected:
In general, AIAP does not collect the following:
- Student records
- Patient files
- Duplicative or redundant material
- Artifacts, objects, plaques (with some exceptions)
- Books, journals, and other published materials (please contact Collection Strategies regarding the donation of published materials to the Library: email@example.com)
As a graduate student, professional student, or post-doc, your research is a significant contribution to your field and an important part of the university’s history. The Archives and Institutional Assets Program is interested in your work. For example, the UC Davis Library keeps a print or digital copy of every UC Davis thesis and dissertation for purposes of preservation and on-site library access (while honoring any access restrictions imposed by the author). The AIAP is spearheading digitization efforts and policy discussions to increase the discovery and access to all UC Davis theses and dissertations throughout history and into the future.
The AIAP is also interested in students’ key research materials, supplemental materials, and supporting evidence. Students conducting original research are encouraged to contact Vessela Ensberg, lead of the Data Management Program, with questions regarding data management plans, data discoverability and access, and data preservation.
Through coordination with the Library’s Special Collections department, AIAP 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, publications, and audiovisual material. 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.
We welcome historical archives and records from the administrative offices, campus organizations, and student groups that document the university’s history, development, decision-making process, and campus culture. Please contact us to discuss the records that you wish to transfer to the University Archives.
Records commonly transferred to the University Archives include:
- Communications. Letters, memos, notes, e-mail messages
- Admin Records. Policy documents, reports, planning documents, committee/task force reports, minutes, legal documents, accreditation and self-study files, organizational charts, grant files, architectural records, maps, rosters, surveys
- Office Files. Project files, subject files, biographical material
- Fiscal Records. Budgets, financial statements, marketing reports
- Publications. Announcements, brochures, directories, handbooks, histories, newsletters, posters, press releases, programs, serials
- Media, etc. Sound and video recordings, photographs, scrapbooks, awards, university artifacts
Records that should NOT be transferred to the Archives include:
- Personnel files, including tenure review files
- Student records, e.g. grade sheets
- Medical or health insurance records
- Applications (job, scholarship, etc.)
- Purchase orders, invoices, receipts, etc.
- Blank forms/duplicate copies
- Non-records or operational records with no enduring value (consult the University Archivist)
UC Davis to Host Event to Preserve Federally Funded Scientific Research
Thursday, February 2, 10 a.m. to 4 p.m.
Training provided during the first hour
Help preserve scientific research! Join us for #DataRescueDavis, where we will work together to backup scientific data related to climate change and the environment that was produced with public funding and is available from federal websites. #DataRescueDavis is part of the nationwide #DataRefuge project, in collaboration with the Environmental Data & Governance Initiative and the Internet Archive’s End of Term project.
During the hackathon, participants will:
- Seed the Internet Archive’s End of Term (EoT) web crawler with priority URLs to be archived (no experience required; training provided)
- Scrape and download datasets that cannot be crawled by EoT (For this activity, participants should know a scripting language, such as R or Python, or be able to detect patterns in HTML. An overview of scraping techniques will be provided during the first hour.)
- Learn the skills necessary to participate; training will be provided during the first hour by experts from the UC Davis Library’s Data and Digital Scholarship Department and the Data Science Initiative
Your laptop and charger
- Participants: The event is open to all UC Davis students, faculty, researchers, and the general public
- Hosted by the UC Davis Library and the Data Science Initiative
- Duncan Temple Lang, Director of the Data Science Initiative and Vessela Ensberg, Associate Director of the UC Davis Library’s Data Management Program, will provide training during the first hour and be available for questions throughout the day.
For more info: firstname.lastname@example.org
DOLCE Presentation on the Archives and Institutional Assets Program
Kevin C. Miller, lead of the Archives and Institutional Assets Program, led a presentation for faculty about the AIAP during UC Davis’ monthly DOLCE (Discussing Online Learning and Collaborative Education) program on April 1, 2016. View the video at right.