Special Collections & Archives: University Records

Collects physical and digital records that are prepared, owned, used, or in the possession of administrators, faculty acting in administrative capacities, and staff of university units in the performance of an official function that have enduring historical or administrative value.

For information on how to access Heritage & University Archives materials visit the Heritage & University Archives main page

Materials of historical interest may include:

  • Administrative Files
  • Financial Documents
  • Reports
  • Statistics
  • Strategic Plans
  • Self-Studies
  • Mission Statements
  • Brochures
  • Newsletters
  • Publications
  • Photographs
  • Multimedia Materials

Records may be in any format and are appraised for their content and historical value. The frequency of use and availability of space will help determine if records should be retained in the originating office or transferred to the University Archives. When an administrative office or department defines inactive records of historical value, or needs further information the department should contact the Heritage & University Archivist for assistance.

4-OP-F-4 Florida State University Archives Policy

Inactive records of enduring historical value will be selected for transfer to the University Archives in consultation with the originating campus unit and the archivist through a process of archival appraisal. The archivist will provide guidance on selecting records for inclusion in the University Archives. Once it is determined that the records will go to the University Archives, guidelines for the transfer of records will be provided to the office.  A Records Disposition form must be completed for the archives to receive records. 

Retiring or Leaving FSU

Those preparing to leave FSU, or those wishing to donate on behalf of deceased faculty or staff should contact the Heritage & University Archivist about their files, papers, and books. These items will be assessed; university records will go to the archives, selected faculty papers to our manuscripts archivist. Books will be assessed separately.

When processed by Heritage & University Archives, university records will be stored in secured stacks and made available to the university and wider community.

Archives & Records Management at FSU

The University Records Management Liaison Officer (RMLO) advises on and makes official determinations on the retention and disposition of public records not selected by the Heritage & University Archivist. These units work together to properly manage the records of the university.

Records not selected by the archivist must be disposed of properly via the RMLO per FSU policies and the Statutes of the State of Florida.

See Florida State‚Äôs Records Management page for more information.