Donating or Transferring UTSA Records to the University Archives

In order to successfully preserve UTSA history and document our institutional memory, the University Archives relies on contributions of materials from our campus community. The Archives acquires new collections through two methods – by transfer of official records from UTSA departments and by donation from individuals and organizations.

Transfer of Official University Records

The University Archives houses university records designated as "archival" on the Records Retention Schedule (PDF file). The Records Retention Schedule provides a list of official records for all departments on campus and prescribes the periods of authorized retention.

For questions about the archival preservation or transfer of your department's records to the Archives, please contact contact us.

For an introduction to records retention at UTSA, instructions for transferring records to the downtown storage facility, and appropriate forms for the transferal of records to non-archival storage, please consult the UTSA Purchasing & Distribution Services Department.

Donation of Personal Papers of Faculty

The University Archives actively seeks to collect the professional papers of current and former UTSA faculty. Papers of greatest interest are those that document the teaching, research, and service of faculty members while at UTSA.

Types of Faculty Papers Sought by the University Archives

  • Biographical material: Resumes, vitae, bibliographies, biographical and autobiographical sketches, chronologies, newspaper clippings, and memoirs
  • Correspondence: Official outgoing (copies and/or drafts) and incoming letters and memoranda generated in the course of conducting University business
  • Diaries, notebooks and journals reflecting work done for UTSA
  • Classroom material: Lecture notes, syllabi, course outlines, reading lists, examinations, and evaluations
  • Research files: Outlines, research designs, raw data, notes, analyses, and reports of findings for projects worked on at the University
  • Departmental or committee records: Agendas, minutes, reports, correspondence, and related material
  • Published articles and monographs
  • Audiovisual material: Tapes of lectures, speeches, discussions, interviews; videotapes, motion pictures, architectural drawings, examples of creative work
  • Photographs: Prints, negatives, and slides with identifying information

Donation of Records from Faculty, Staff, or Student Organizations

The University Archives collects, preserves, and makes available to researchers materials that capture the history and traditions of the university. We are interested in obtaining records from student, faculty, staff, and alumni organizations that document campus activities and the culture of UTSA.

Types of Materials that the University Archives Collects

  • Correspondence (paper and email)
  • Photographs (print and digital)
  • Audio and video recordings of performances or events
  • Reports
  • Scrapbooks
  • Charter and by-laws
  • Mission statement
  • Histories
  • Lists of officers and members
  • Meeting minutes or reports of meetings and committees
  • Budgets and financial audit reports
  • Subject files about projects, activities, and functions
  • Publications and publicity materials: flyers, brochures, newsletters, journals, CDs, DVDs, posters, programs, brochures, e-newsletters, web pages

Materials that the University Archives Generally Does Not Collect

  • Ephemeral financial records, such as: bank statements, invoices, cancelled checks, or receipts
  • Drafts and galleys of published works
  • Copies of sheet music or plays not specifically commissioned, written, or edited for the organization
  • Reference libraries (books collected by the organization but not by or about the organization)
  • Trophies or plaques
  • Blank stationery or office supplies

Contact Us

If you are interested in helping the University Archives grow through a donation of records, personal papers, memorabilia, or other materials, please contact us.