Archives
Archives
Archives Collection Policies
Pasadena City College Archives is the official repository for the historical or archival records of Pasadena City College, Pasadena Junior College and the shared campus of Pasadena Junior College and Pasadena High School from its founding date in 1923 to the present. Archival records are defined as those that have lasting historical value to the college community, support the mission of the Archives, and are therefore permanently preserved and, whenever possible, made accessible to researchers. It is advised that other college departments use these guidelines as criteria for determining the appropriateness of materials for the archives.
In general, these guidelines have been developed to be used both as a planning tool in guiding other college department staff in making informed decision on potential accessions to the Archives. As such, the policy is an essential component of the appraisal process through which materials are brought into the Archives' collections. Equally, if not more important, this policy help to ensure an appropriate balance between the Archives' resources and its commitments.
Records that have archival value
Before initiating the transfer of records to the College Archives, it is necessary to determine if the Archives is the correct destination. Some records hold permanent value for individual departments, offices, or individuals but may not be identified as having permanent value to the Archives. In general records of permanent historical and archival value to the College include, but are not limited to:
- Primary papers of the Office of the President—policy statements, reports, correspondence, business files, speeches and memoranda
- Board of Trustees documents—memos, reports, by-laws, correspondence, meeting minutes and agendas.
- All official College publications – catalogs, newspapers literary magazines, newsletters, brochures, posters, programs, and postcards.
- Faculty and alumni publications, dissertations, sabbatical reports.
- Staff and student organizational records: minutes, publications, photographs.
- Books published by staff and faculty.
- Films, recordings, tapes, photographs, or prints produced by the college.
- Select records from administrative and academic offices—self-study reports, policy and planning documents.
In addition to be designated as "archival," new accessions should support the Archives' existing collections, extend the Archives' strengths and needs in a logical and rational manner, anticipate the research interests, and hopefully show a high ratio of use to the cost of processing the collections.
In keeping with Pasadena City College's recognition that "equity and diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect," the Archives staff works to build collections that mirror and support the diversity of the campus.
It must also be noted that even though materials are determined to have archival value, the Archives' ability to accept and process collections is very limited. Therefore, consideration of financial support from the campus department or external donor for processing, preserving, and housing the collection will be undertaken.
Types of material collected
In general, the Archives holds physical media, the bulk of which is paper based. While the Archives fully endorses preserving appropriate born digital materials, the organization does not have the resources to support an institutional repository or electronic document management system. The only online content it generally supports are those that have been converted through the Archives' digitization program.
Selection policy: Two copies of each document are generally kept. Extra copies are discarded with the exception of yearbooks that are kept for distribution to alumni or for replacement. They are shelved in a separate location, accessible by library visitors.
The following categories of resources are collected by Pasadena City College Archives:
Academic division documents
Accreditation reports
Administrative division documents
Administrative memoranda
Alumni notes and reunioins
Annual reports
Annuals/Yearbooks
Architectural renderings and building documentation
Associated Student Body resources
Awards
Biographical information/obituaries on staff in all media
Board of Trustees (policies, minutes, biographies, elections)
Budgets 1945-
Campus programs (EOPS, CWS, etc.)
Child Development Center
Class schedules
Classified Senate
Collective bargaining
College calendars
College catalogs
College committee reports
College newspaper
Commencement programs
Council of Department Chairs reports and minutes
Dean's List
Department newsletters and publications
Directories
Enrollment reports
Faculty publications (published books and reports)
Faculty sabbatical leave reports
Faculty Senate minutes and reports
Founding memorabilia (pins, caps, etc.)
Goals
Graduation
History of the college
Instructional division documents
Management Association
Official bulletins
Oral histories
Parent Teacher Student Association
Pasadena Junior College and Pasadena City College periodicals
Photographs
Planning documents
Policies and procedures
Press releases
Program brochures
Retiree Assocation
Salary scheduled
Statistical studies of students and graduates
Student organization documents
Student Services division documents
Teacher load reports
Textbook lists
Types of Materials Not Collected:
Because of the sheer volume of records created by administrative and academic departments on the campus, the Archives is not able to provide the necessary resources to address the preservation and access requirements for all of these records. Most of the records listed below are created for a specific purpose and do not have lasting historical value. More information about the retention and destruction of these materials is available in the Pasadena Area Community College District Administrative Procedures Manual in policy AP3310 and is available online.
- Course scheduling records, syllabi and evaluations
- Duplicated material, or materials collected for reference purpose only
- Classroom aids, posters, books, or other materials used for classroom instruction
- Student work
- Until recently the Archives has accepted general college memorabilia (e.g., bags with college logos, sweatshirts, etc.). However, the Archives has outgrown its space and so unless it is determined that the materials have undeniable historical significance, perhaps because of the ownership (e.g., items formerly owned by Principal Harbeson) these kinds of materials unfortunately will likely be refused.
Archives Collection Policies
Pasadena City College Archives is the official repository for the historical or archival records of Pasadena City College, Pasadena Junior College and the shared campus of Pasadena Junior College and Pasadena High School from its founding date in 1923 to the present. Archival records are defined as those that have lasting historical value to the college community, support the mission of the Archives, and are therefore permanently preserved and, whenever possible, made accessible to researchers. It is advised that other college departments use these guidelines as criteria for determining the appropriateness of materials for the archives.
In general, these guidelines have been developed to be used both as a planning tool in guiding other college department staff in making informed decision on potential accessions to the Archives. As such, the policy is an essential component of the appraisal process through which materials are brought into the Archives' collections. Equally, if not more important, this policy help to ensure an appropriate balance between the Archives' resources and its commitments.
Records that have archival value
Before initiating the transfer of records to the College Archives, it is necessary to determine if the Archives is the correct destination. Some records hold permanent value for individual departments, offices, or individuals but may not be identified as having permanent value to the Archives. In general records of permanent historical and archival value to the College include, but are not limited to:
- Primary papers of the Office of the President—policy statements, reports, correspondence, business files, speeches and memoranda
- Board of Trustees documents—memos, reports, by-laws, correspondence, meeting minutes and agendas.
- All official College publications – catalogs, newspapers literary magazines, newsletters, brochures, posters, programs, and postcards.
- Faculty and alumni publications, dissertations, sabbatical reports.
- Staff and student organizational records: minutes, publications, photographs.
- Books published by staff and faculty.
- Films, recordings, tapes, photographs, or prints produced by the college.
- Select records from administrative and academic offices—self-study reports, policy and planning documents.
In addition to be designated as "archival," new accessions should support the Archives' existing collections, extend the Archives' strengths and needs in a logical and rational manner, anticipate the research interests, and hopefully show a high ratio of use to the cost of processing the collections.
In keeping with Pasadena City College's recognition that "equity and diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect," the Archives staff works to build collections that mirror and support the diversity of the campus.
It must also be noted that even though materials are determined to have archival value, the Archives' ability to accept and process collections is very limited. Therefore, consideration of financial support from the campus department or external donor for processing, preserving, and housing the collection will be undertaken.
Types of material collected
In general, the Archives holds physical media, the bulk of which is paper based. While the Archives fully endorses preserving appropriate born digital materials, the organization does not have the resources to support an institutional repository or electronic document management system. The only online content it generally supports are those that have been converted through the Archives' digitization program.
Selection policy: Two copies of each document are generally kept. Extra copies are discarded with the exception of yearbooks that are kept for distribution to alumni or for replacement. They are shelved in a separate location, accessible by library visitors.
The following categories of resources are collected by Pasadena City College Archives:
Academic division documents
Accreditation reports
Administrative division documents
Administrative memoranda
Alumni notes and reunioins
Annual reports
Annuals/Yearbooks
Architectural renderings and building documentation
Associated Student Body resources
Awards
Biographical information/obituaries on staff in all media
Board of Trustees (policies, minutes, biographies, elections)
Budgets 1945-
Campus programs (EOPS, CWS, etc.)
Child Development Center
Class schedules
Classified Senate
Collective bargaining
College calendars
College catalogs
College committee reports
College newspaper
Commencement programs
Council of Department Chairs reports and minutes
Dean's List
Department newsletters and publications
Directories
Enrollment reports
Faculty publications (published books and reports)
Faculty sabbatical leave reports
Faculty Senate minutes and reports
Founding memorabilia (pins, caps, etc.)
Goals
Graduation
History of the college
Instructional division documents
Management Association
Official bulletins
Oral histories
Parent Teacher Student Association
Pasadena Junior College and Pasadena City College periodicals
Photographs
Planning documents
Policies and procedures
Press releases
Program brochures
Retiree Assocation
Salary scheduled
Statistical studies of students and graduates
Student organization documents
Student Services division documents
Teacher load reports
Textbook lists
Types of Materials Not Collected:
Because of the sheer volume of records created by administrative and academic departments on the campus, the Archives is not able to provide the necessary resources to address the preservation and access requirements for all of these records. Most of the records listed below are created for a specific purpose and do not have lasting historical value. More information about the retention and destruction of these materials is available in the Pasadena Area Community College District Administrative Procedures Manual in policy AP3310 and is available online.
- Course scheduling records, syllabi and evaluations
- Duplicated material, or materials collected for reference purpose only
- Classroom aids, posters, books, or other materials used for classroom instruction
- Student work
- Until recently the Archives has accepted general college memorabilia (e.g., bags with college logos, sweatshirts, etc.). However, the Archives has outgrown its space and so unless it is determined that the materials have undeniable historical significance, perhaps because of the ownership (e.g., items formerly owned by Principal Harbeson) these kinds of materials unfortunately will likely be refused.