Law School Archives
HomeLibrary › Law School Archives FaceBookTwitterYouTube


Supplies and exhibition materials provided in part by a Community Betterment Grant from Prairie Meadows.
Prairie Meadows Logo



Overview
Using the Archives
Finding Aid
Collection Development Policy
Introduction
Core Mission
Collection Development
Access Policy Statement
Disposition Schedule
Guidelines on Types of Records to Transfer
Academic Personnel
Student Organizations
Procedure for Transfer of Archive Records
Packing and Labeling of the Boxes
How to Use the Disposition Schedule
Frequently Asked Questions


Overview

The Drake University Law School Archive documents the history of the Law School and Law Library.  This page details the policies and procedures of the archive as well as material that should (and should not) deposited.

Finding Aid

Material is continuously being added to the archive. Go to our Finding Aid to see what is available. You can search or browse by record group. Note that Cowles Library also uses this system so materials located there are also listed.

Using the Archives

The archive is open to the public. Patrons may ask at the Information Desk for in-library use of materials during regular reference hours. For more specific access information, please see the Access Policy Statement.

Collection Development Policy

Introduction

The Drake University Law School Archive serves as the final repository for the historical records of the Drake University Law School and Law Library. Its primary purpose is to document the history of the Law School & Law Library and to provide source material for administrators, faculty, students, alumni, and other members of the Law School & Law Library community, as well as scholars, authors, and other interested persons who seek to evaluate the impact of the Law School & Law Library's activities.

Core Mission

The Drake University Law School Archive, established in 2009, is a secure repository where records of the Drake University Law School & Law Library having permanent value are preserved, maintained, and made available for research and reference use. The archive contains non-current records of the Law School and the Law Library that have lasting administrative, legal, or historical value.

The core mission of the Drake University Law School Archives is as follows:
  • To appraise, collect, organize, describe, make available, and preserve records of historical, legal, fiscal, and/or administrative value to Drake University Law School & Law Library
  • To provide adequate facilities for the retention and preservation of such records
  • To provide information services that will assist the operation of the Law School, Law Library and Drake University
  • To serve research and scholarship by making available and encouraging the use of its collections by members of the Law School, Law Library, Drake University, and the community at large
  • To promote knowledge and understanding of the origins, aims, programs, and goals of the Law School, Law Library and Drake University, and of the development of these aims, goals, and programs
  • To implement records management by formulating policy and procedures that will ensure the collection and preservation of archival materials.

Collection Development

The Drake University Law School Archives is the official repository for all non-current records of the Law School & Law Library. Its collections policy is based on the Society of American Archivists' Guidelines For College and University Archives (revised August 1999), and on the recommendations of the Faculty of the Law School & Law Library. The archive strives to preserve Law School & Law Library records for the purposes of:
  • maintaining a clear account of Law School & Law Library life and achievements, administrative policy and actions and educational programs
  • reinforcing an image of the Law School & Law Library that stimulates financial support and encourages an appreciation of the Law School & Law Library's past and its role in the history of law and/or Drake University among students, faculty, and alumni
  • making available a body of records useful for student, casual, and scholarly research in history and other disciplines.
The Archives must rely on the cooperation and support of administrators, deans, directors, faculty, students, and alumni to ensure that materials of historical value are collected and preserved. The Law School Archives will promote school-wide records management and collect material in the following categories from all administrative and academic units of the school:


1. OFFICIAL RECORDS, PAPERS, AND PUBLICATIONS OF DRAKE UNIVERSITY LAW SCHOOL & LAW LIBRARY


Official records encompass the records or papers generated or received by the various administrative offices of the Drake University Law School & Law Library in the conduct of their business. These records may be in print or electronic format and will include:
  • Minutes, memoranda, correspondence and reports of the Board of Trustees
  • Records of the Office of the Dean, Associate Dean and Assistant Dean, including correspondence, administrative subject files and reports
  • Correspondence, subject files and reports of the Dean, Associate Dean, Assistant Dean, and administrators of the divisions and programs of the Law School & Law Library
  • Correspondence, subject files and reports of the offices of central administration, including: Administration, Records Coordinator, Admissions and Financial Aid, Budget, Advancement
  • Minutes, memoranda and reports of all major academic and administrative commissions, councils and committees
  • Departmental and Center records, including: minutes, reports, correspondence, and syllabi
  • Accreditation reports and supporting documentation
  • Annual budget and audit reports
  • Records of the Registrar, including timetables, class schedules, enrollment reports, graduation rosters and other reports issued on a regular basis
  • Alumni records, including minutes of the alumni associations
  • Reports of the Admissions Office
  • Records of student organizations
  • All publications, newsletters and booklets distributed in the name of Drake University Law School and/or Law Library, including catalogs, special bulletins, yearbooks, student newspapers, directories and faculty/staff rosters, faculty and administration newsletters and publications, alumni publications and ephemeral material
  • Photoprints, negatives, slides, audio and video film, tapes, and reels, oral history interviews, and optical and compact discs documenting the development of the Law School & Law Library
  • Maps, prints and architectural drawings documenting the physical changes and development of the Law School & Law Library
  • Reports of research projects, including grant records
  • Artifacts relating to the history of Drake University Law School & Law Library
The official administrative records of Drake University Law School & Law Library (correspondence, reports and subject files) designated as archival should be inactive and no longer used in the current activities of the originating office. Records should be forwarded to the Archives according to schedule after consulting with the library for the orderly transfer of non-current materials. An inventory of records transferred should accompany accessioned material. The originating office may place restrictions on access to non-current records in addition to the restrictions on administrative, Board of Trustees, employee and student records described in the Access Policy Statement (see appendix).


2. PERSONAL AND PROFESSIONAL PAPERS OF DRAKE LAW SCHOOL FACULTY


The Law School Archives seeks to acquire, organize and provide access to the personal and professional papers of Drake University Law School faculty as a means of documenting the internal life and culture of the school community. Space and staff restraints in the Law School Archives limits the volume of faculty papers that can be accessioned. In appraising and soliciting faculty papers the following criteria are suggested:
  • National or international reputation
  • Record of service with Drake University Law School and contribution to its growth and development
  • Service on the faculty of a recognized area of excellence within Drake University Law School
  • Service and contribution in community, state and national affairs.
The Law School Archives seeks documentation of the careers of the Drake University Law School & Law Library faculty in the following formats (print or electronic):
  • Correspondence: official, professional and personal.
  • Biographical material: resumes, bibliographies, biographical sketches, chronologies, genealogies, newspaper clippings, and personal memoirs
  • Photoprints and graphic materials
  • Recordings of lectures, speeches and discussions
  • Lecture notes and syllabi
  • Research files
  • Departmental or committee minutes and records
  • Drafts and manuscripts of articles and books
  • Diaries, notebooks, appointment calendars and memorabilia.
The Law School Archives recognizes the rights of faculty and private donors to impose reasonable restrictions on materials to protect privacy and confidentiality. Restrictions on access should be for a fixed term and determined at the time of donation. The Archives encourages minimal access restrictions consistent with the legal rights of all parties.


3. SPECIAL COLLECTION


The Law School Archives will solicit and collect records and papers which are neither official school records nor faculty papers, but which relate to the history of the Drake University Law School and Drake Law Library. Examples include:
  • Professional and personal papers of the members of the University Council/Board of Trustees if associated with Law School/Law Library business
  • Professional and personal papers of eminent alumni relating their Drake University Law School and/or Law Library experiences
  • Papers or records dealing with the history of Drake University, Des Moines, the greater Des Moines area, or Iowa as they relate to the growth and development of the Law School & Law Library
  • Papers, records and published items on the Drake University Law School & Law Library
EXCEPTIONS TO THE ABOVE COLLECTING GUIDELINES:

Records may not be accepted into the archives if they are in a format which requires special, outdated, or antiquated equipment to access and/or if the library does not already own such equipment or purchase of equipment would be prohibitively expensive.

Access Policy Statement

Based on the ACRL/SAA Joint Statement on Access to Original Research Material (draft version 2008).

The Drake University Law School archive will make available original research materials in its possession on equal terms of access. Access to all research materials, regardless of format, will be provided in accordance with this institutional access policy, the “Code of Ethics for Archivists” (2005), and the “ACRL Code of Ethics for Special Collections Librarians” (2003). The archive will not deny any researcher access to materials, nor grant privileged or exclusive use of materials to any researcher, nor conceal the existence of any body of materials from any researcher, unless required to do so by law, institutional access policy, or donor or purchase stipulation (see Records Disposition Schedule).

The archive will inform researchers in a timely manner of the collections in its custody. The existence of all original research materials will be reported, even if they are not fully accessible because they are not processed or because of restrictions.

The archive is committed to preserving original research materials and to making them available for research as quickly as is practical following their acquisition. Nevertheless, the archive must fulfill legal and institutional obligations to protect the confidentiality and physical security of the collections. Moreover, private donors may wish to impose reasonable restrictions upon their papers for a defined period of time to protect privacy or confidentiality. The archive will:
  1. inform researchers of restrictions that apply to collections.
  2. discourage donors from imposing unreasonable restrictions and will encourage a specific time limitation if restrictions are imposed.
  3. periodically reevaluate restricted material and work toward the removal of restrictions when they are no longer required.
To protect and insure the continued accessibility of its holdings, the archive requires patrons to use all research material in accordance with the following policies.
  1. In order to use the archive, users must show photo identification and complete a brief registration. The ID will be kept at the Information Desk while the user is working with the materials.
  2. Prior arrangements are not necessary before using the archive; however, users are encouraged to contact the Library in advance of their visit to ascertain the availability of materials.
  3. Patrons are responsible for all materials they use.
  4. Only pencils are allowed while using the archive. No marks on materials may be added or erased. No tracings or rubbings may be made without specific permission.
  5. Materials must remain on tables during use. Do not prop materials on the edge of a table. Arms and elbows should be kept off materials. No papers, books, or other objects may be laid on archival materials. Note taking must not be done on top of materials.
  6. Patrons are asked to handle materials with clean hands, turn pages slowly and carefully, and touch only the margins, if possible. Library staff will provide gloves to be worn when handling photographs and other fragile materials.
  7. The order and arrangement of manuscripts and unbound materials must be preserved. Apparent irregularities should be called to the attention of a librarian. Only one folder of manuscripts should be removed from the box at a time and should be returned to the box before removing another.
  8. The archive may limit the use of fragile or unusually valuable materials, but will try to provide suitable reproductions to researchers in lieu of the originals.
  9. Tobacco, food, and beverages are not permitted when using material from the archive.
  10. Users must consult with a librarian before taking photographs.
  11. Photocopies are prohibited without the permission of a librarian.
  12. Access may be limited to unprocessed materials. Requests to access unprocessed materials must be directed to a librarian.
  13. To protect the integrity of the collection, the library reserves the right to examine bags, notebooks or other materials that a user had with them in the archive.
  14. The library may, under special circumstances, lend or place on deposit with another repository part or all of a collection.
  15. The library reserves the right to refuse access to any user who has violated the policies or procedures of the archive.
Users may request a photocopy or scan of an item from the archive. They will be charged the established Document Delivery fees. However, since archival material is rarer than other material requested via Document Delivery, the archive will provide material to out-of-state parties. Note that the request must be for a specific item(s). Library staff will not conduct research for a patron or attempt to locate an unknown item in the archive.

The following credit line is required if material from the Drake University Law School Archive’s collections is published: Courtesy, Law School Archive, Law Library, Drake University, Des Moines, Iowa.

It is the researcher's obligation to satisfy copyright law when copying or using materials found in collections. For materials to which the Law Library Archive has copyright, permission to publish materials from the collections of the Law Library archive may be requested by making application to the Law Library. There is no fee for the use of quotations or for citing materials from the collection. The credit line stated above should be used.



Disposition Schedule

The Disposition Schedule contains the instructions governing the retention (and disposition) of records into the Law School Archives.

Guidelines on Types of Records to Transfer

The Drake University Law School Archive is the official repository for the records of the Drake University Law School & Drake Law Library that have long-term historical, legal, fiscal and administrative value. The mission of the Archives is to manage and make accessible these information resources in support of administration, teaching, research and service. When ready to transfer records, please review and follow the procedures outlined in the Procedures for Transfer of Archive Records.

The following guidelines will assist administrators, faculty and staff in identifying those portions of their files that are appropriate for transfer to the Archives. Records commonly transferred to the Archives include, but are not limited to, the following material:
  1. Constitutions and by-laws, minutes and proceedings, transcripts, lists of officers of Law School bodies;
  2. Office Files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities and functions;
  3. Historical files documenting policies, decisions, committee and task force reports, questionnaires;
  4. Publications: newsletters, journals, brochures, monographs, programs, posters, and announcements issued by the Law School or Law Library; the Archives should be placed on college, department, and office mailing lists to receive all future publications;
  5. Audio-visuals: photographs, digital images, films, and sound and video recordings;
  6. Personal papers of students, faculty, and staff that relate to the Law School's work.
Note: All information formats (e.g., published, typescript, audio-visual, and electronic data, such as computer disks and files) are appropriate for consideration for transfer. For documents in formats requiring any form of machine intervention, such as videotapes, kinescopes, and all computer files, consideration should be given to transferring the equipment needed to access the documents or, preferably, converting the documents to a format accessible to the Archives' users. Early consultation with the library is strongly encouraged for all such materials.

Records which generally should not be transferred to the archives include:
  1. Records of specific financial transactions;
  2. Routine letters of transmittal and acknowledgment;
  3. Non-personally addressed correspondence such as "Deans and Directors" memoranda (except for one record copy from the issuing office);
  4. Requests for publications or information after the requests have been filled;
  5. Replies to questionnaires if the results are recorded and preserved either in the Archives or in a published report.
These lists are intended as general guides. If there are questions about records not listed or questions about the retention or disposal of specific record series, please telephone the library at 271-2077 or e-mail the library at law-reference@drake.edu.
 
IF RECORDS ARE NOT LISTED ON A RECORDS DISPOSITION SCHEDULE, DO NOT THROW THEM OUT! PLEASE FIRST CONTACT THE LIBRARY!

Academic Personnel

Some faculty record series should be sent to the Law School Archives in the Drake Law Library. Contact the Law Library at 271-2077 regarding the disposition and transfer of this material. Full faculty records are only accepted under the limited guidelines laid out in the Drake University Law School Archives Collection Development Policy.

The following guidelines will assist faculty in identifying those portions of their files that are appropriate for transfer to the Archives. Records commonly transferred to the Archives include, but are not limited to, the following material:
  1. Vita;
  2. Faculty Reports;
  3. Drake University/Law School/Law Library News Releases Regarding Faculty Member
IF RECORDS ARE NOT LISTED ON A RECORDS DISPOSITION SCHEDULE, DO NOT THROW THEM OUT! PLEASE FIRST CONTACT THE LIBRARY!

Student Organizations

The primary mission of the Drake University Law School Archive is to collect, organize, make accessible and preserve records documenting the Law School & Law Library's origins and development and the activities and achievements of its officers, faculty, students, alumni and benefactors. Documenting Drake University Law School student organizations/student life is a major objective of the Archives.

The following guidelines will assist student organizations in identifying those portions of their files that are appropriate for transfer to the Archives. Records commonly transferred to the Archives include, but are not limited to, the following material:
  1. Constitutions and by-laws, minutes and proceedings, transcripts, lists of officers;
  2. Office Files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities and functions;
  3. Historical files documenting policies, decisions, committee and task force reports and proceedings, questionnaires;
  4. Publications: newsletters, journals, brochures, monographs, programs, posters, and announcements issued by the organization or its subdivisions; the Library should be placed on organization’s mailing lists to receive all future publications;
  5. Audio-visuals: photographs, digital images, films, and sound and video recordings.
Note: All information formats (e.g., published, typescript, audio-visual, and electronic data, such as computer disks and files) are appropriate for consideration for transfer. For documents in formats requiring any form of machine intervention, such as videotapes and all computer files, consideration should be given to converting the documents to a format accessible to the Archives' users. Early consultation with the Archivist is strongly encouraged for all such materials.

Records which generally should not be transferred to the archives include:
  1. Records of specific financial transactions;
  2. Routine letters of transmittal and acknowledgment;
  3. Non-personally addressed correspondence;
  4. Requests for publications or information after the requests have been filled;
  5. Replies to questionnaires if the results are recorded and preserved either in the Archives or in a published report.
These lists are intended as general guides. If there are questions about records not listed here or questions about the retention or disposal of specific record series, please telephone the Law Library at 271-2077 or e-mail at law-reference@drake.edu.

When ready to transfer records, please review and follow the procedures outlined in the Procedures for Transfer of Archive Records.

WHEN IN DOUBT, PLEASE DO NOT THROW IT OUT! CONTACT THE LIBRARY!

Procedure for Transfer of Archive Records

  • The disposition of Law School and Law Library records should be managed according to the records disposition schedule. If your records have not been scheduled, please contact the Law Library at 271-2077 or law-reference@drake.edu. Please do not destroy records that have not been scheduled.
  • Please do not send records to the Law School Archives without first consulting with the library staff.
  • The Archives prefers annual transfers of these records. To set up a transfer schedule, contact an archivist for assistance.
  • When you are ready to transfer records, notify the library staff at 271-2077, or contact the staff via e-mail at law-reference@drake.edu.
  • If you are transferring a large volume of records, the library staff may first examine the records onsite.
  • If you detect the presence of mold, mildew, insects, etc., in your records, please contact the library staff immediately, and a staff member will examine the records onsite.
  • If the records are brittle or fragile, please contact the library and a staff member will examine the records onsite.

Packing and Labeling of the Boxes

  • Records should be packed in the order in which they were kept in the office.

How to Use the Disposition Schedule

  1. Examine the record at hand. Determine:
    1. Its name
    2. Its function
    3. If it is the "record" copy.
      1. This step is important as only one copy needs to go into the archive. If your office was not the creator of the record, you are probably not responsible for the archive copy.
  2. Locate the record on the schedule
    1. Note whether the document should be sent to the archive or can be kept and destroyed by the creating office
    2. If the document is not on the schedule, check with the Law Library to make sure it is OK to dispose of it
  3. If the document was listed and is to be sent to the archive, send the document to the archive.


Frequently Asked Questions

What is an archive? 
“Materials created or received by a person, family, or organization, public or private, in the conduct of their affairs and preserved because of the enduring value contained in the information they contain or as evidence of the functions and responsibilities of their creator, especially those materials maintained using the principles of provenance, original order, and collective control; permanent records.” http://www.archivists.org/glossary/term_details.asp?DefinitionKey=156

Will the archive accept electronic and print material?
Yes!  The archive will accept documents for the archive regardless of their medium.  See note in the Disposition Schedule about records format.  If you have a large number of electronic records to deposit in the archives, please contact the library (271-3189 or law-reference@drake.edu) so we can determine how best to transfer them.




Managed by David Hanson, Electronic Resources Librarian
Last Updated May 2011
E-mail the author with questions or comments



 
Last Modified: 8/10/2012 3:31:00 PM by David Hanson