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Augusta University

Historical Collections and Archives: Donate Your Faculty Papers

Preserving Faculty Legacies

As the archival repository for the Augusta University Health Sciences Campus, the Historical Collections and Archives is committed to preserving the academic and research legacies of the HS Campus Faculty.

The HCA currently holds the legacies of many former Faculty in the Manuscript Collections, such as Virgil P. Sydenstricker, Raymond Ahlquist, Hervey Cleckley, Robert Greenblatt, Baldev Singh, and Lucy Marion.

Once the donated material from the Faculty member has been processed and cataloged, a finding aid will be written, which is a descriptive tool that includes the contents and arrangement of materials in a collection, as well as biographical information about the person.

For more information about donating your papers, please contact the curator, Renée Sharrock at rsharrock@augusta.edu or 706-721-3444.

What Documents Are of Archival Interest? What Documents Are Not?

The following documents typically hold enduring or historical value in regards to faculty manuscript collections:

  • Biographical information: Curriculum vitae and published and manuscript biographical sketches
  • University official correspondence and files: Outgoing and incoming letters and memoranda relating to departmental and University business, committee minutes, reports, and files
  • Professional correspondence (outgoing and incoming) with colleagues, publishers, professional organizations, and former students
  • Teaching material: One copy of lecture notes, syllabi, course outlines
  • Research and Publications: annotated copies, reports, grant materials, collected materials for research
  • Observational research data (data that are time bound and difficult to recover, repeat, or reconstruct)
  • Literary manuscripts
  • Audio-visuals: Photographs, films, and sound and video recordings (unique, non-commercial recordings and raw tape/files)

Documents the HCA does not accept:

  • Office copies of student and personnel records
  • Grade books and class rosters
  • Financial records, checks, receipts, travel forms
  • Conference materials other than copies of your own talks/speeches
  • Routine correspondence, especially non-personally addressed mail
  • Books, research papers, journal articles, and reprints written by other persons, including re-prints, off-prints, and pre-prints.
  • Multiple copies of a single document
  • Blank forms
  • HIPAA & FERPA: Documents containing personal information such as medical information, social security numbers, passport and visa numbers, account and personal financial information, grades, GPA, etc. 
  • University publications UNLESS issues of the publications, including department newsletters, can be used to fill in gaps in Campus Archives where they exist.

How to Organize Your Archival Documents

Original arrangement of papers is the primary goal of archives.

In other words, how you currently have the material arranged, if it best suits your work and needs, is how we want to receive your papers, with the below two caveats:

  • Please be sure that materials are clearly labelled with dates, events, and names.
  • Material stored in boxes should have an inventory of what documents and/or file folders are in the box. This will help with the transfer process.

What about awards, memorabilia, and medical or laboratory equipment?

Due to the physical space of Historical Collections and Archives, the Curator and the Special Collections Librarian will confer with the donor as to what awards, such as plaques or trophies, memorabilia, and medical or laboratory equipment would be suitable to include in a faculty member's collection.