The University Archives accepts official university records designated as "archival" on the Records Retention Schedule. The Records Retention Schedule provides a list of official records for all departments on campus and prescribes the periods of authorized retention.
For an introduction to records retention at UTSA, instructions for transferring records to the downtown storage facility, and appropriate forms for the transferral of records to non-archival storage, please consult the Records Retention and Destruction information provided by the University's Records Retention Officer .
For questions about the archival preservation or transfer of your department's records to the Archives, please contact us.
Donation of Faculty Papers
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. The University Archives accepts both paper and digital records.
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.