Paul M. Adams Memorial Library

HERITAGE ARCHIVES

Introduction

The Heritage Archives project was established by interested alumni, staff, faculty and students of Rocky Mountain College to acquire, preserve and illustrate the history and development of Rocky Mountain College and its predecessor schools: Billings Polytechnic Institute, Intermountain Union College, Montana Wesleyan College, the College of Montana and Montana Collegiate Institute.

The Archives Collections are comprised of materials whose primary purpose is for research by alumni, students and the public. Acceptable material will generally relate to documentation of the history of Rocky Mountain College and will include manuscripts, records, photographic materials, pamphlets and programs, school related publications, publications of alumni yearbooks, records of organizations and offices on campus.

Literary rights: Unless otherwise restricted by copyright or by the donor and agreed to, in writing, by the Archives representative at the time of acquisition, all literary rights are conveyed to the Heritage Archives of Rocky Mountain College. The Archives can assume no responsibility for misuse of literary or copyright restrictions by users of unrestricted material beyond normal professional ethics and standards. Material placed in the Archives is primarily for research and, unless restricted, will be used for that purpose

Archives material may on occasion be used in the Library, other educational programs, and for public or personal review. All use is subject to authorization by College administration or by Archives staff.

Gifts to the Archives are considered outright and unrestricted donations to be used in the best interests of the Heritage Archives. Usually, accepted gifts are considered extremely important or the best available at the time acquired. However, no individual or institution can predict nor govern the changing attitudes of future generations, nor guarantee permanency beyond the best available preservation procedures.

It is sometimes impractical to evaluate all material at the time of acquisition. Upon evaluation some material may be declared expendable. In addition, certain material already in existing collections may become expendable by acquisition of better examples. Expendable material includes surplus, duplicate, non-relevant or material of deteriorated condition or limited use. Such material will be used in the best interests of the Archives and the College, including but not limited to sale and exchange programs to acquire other needed materials, loans to schools and other institutions, and disposal if the condition or value so warrants. The Archives Representative must approve disposal of any items deemed expendable.

Certain items within the donation may immediately be determined to not warrant inclusion in the Archives collection. Reasons for such determination would include: duplication, lack of space and facilities, or failure to fit the Archives areas of acquisition. Those items so deemed (if any) are listed on a separate sheet attached to the back of the deed of gift document. The donor is asked to advise the Archives concerning disposition of such items.

Heritage Archives cannot appraise donations for tax purposes. For the protection of the donor, it is recommended that a qualified disinterested third party do such appraisals. Donors are advised to consult IRS Publication 561 - Determining the Value of Donated Property and IRS Publication 526 - Income Tax and Charitable Contributions.

Regulations for Use of Archives

1. The archive collections and materials are not for circulation. (Exceptions for taking materials out of archive for specific purposes may be authorized by Archives personnel only.)

2. All patrons will be required to sign a "Research Materials Request" before they are permitted to use any archival materials. Archives personnel will sign this form before materials are used.

3. All reproduction (photocopying, microfilming or any other reproduction) will be done with Archives personnel authorization at patron's expense.

4. There is to be no ink used when working in the archives.

5. Restricted materials usage by patrons will be in accordance with the specific restrictions placed on the items. Restrictions are located at the front of the collection. If there are any doubts about restrictions, Archives personnel must be consulted.

6. The value and life of archives materials must be preserved with special care by the patron handling manuscripts, always keeping them in order and being careful not to mark them.

7. Tape should not be used on archival material.

8. Patrons will not be permitted to use the Oral History tapes, summaries or transcripts are available.

9. Tobacco use is prohibited in the archive research area.

10. Researchers assume full responsibility for conforming to the laws of libel and literary property rights which may be involved in the use of any document preserved in the archives collection.

11. The Heritage Archives staff and College administration reserve the right to refuse the use of any material and may at any time prohibit the further use of a collection by a research worker. Any and all questions regarding the archives policy or procedures should be directed to Heritage Archives personnel.

12. Copyright statement for the digitized Poly yearbook collection in the Montana Memory Project: These materials from the Rocky Mountain College Archives are primarily for scholarly and personal research. Their reproduction is governed by the fair use clause of the copyright act. Prior to any commercial use, permission must be obtained in writing from Rocky Mountain College.

These rules and regulations are not intended to place a burden on the researcher, but instead to protect and preserve the materials for the continued use and enjoyment of all Rocky Mountain College patrons, past, present, and future.

 

Collection Development Policy and Procedures

Introduction

The Heritage Archives serves as the final repository for the historical records of Rocky Mountain College and its predecessor schools. Its primary purpose is to document the history of the College and to provide source material for administrators, faculty, students, alumni, and other members of the College community, as well as scholars, authors, and other interested persons who seek to evaluate the impact of the College's activities on Billings, Yellowstone County, and Montana.

CoreMission

The core mission of the Heritage Archives is as follows:

• To collect, preserve, describe, organize, and make available records of historical, legal, fiscal, and/or administrative value to Rocky Mountain College.*

• To provide adequate facilities for the retention and preservation of such records.

• To provide information services that will assist the operation of the College.

• To serve research and scholarship by making available and encouraging the use of its collections by members of the College and the community at large.

• To promote knowledge and understanding of the origins, aims, programs, and goals of the College, and of the development of these aims, goals, programs.

• To facilitate efficient records management within the college offices, per the RMC Record Retention Policy


*Rocky Mountain College refers to Rocky Mountain College and its predecessor schools, including College of Montana, Montana Wesleyan College, Intermountain Union College, and Polytechnic Institute.

Collection Development

The records of Rocky Mountain College emanate from many sources. The Archives must rely on the cooperation and support of the administration, deans, directors, faculty, students, and alumni to ensure that material of historical value is collected and preserved. The Heritage Archives may collect material from administrative and academic units of the College in the following categories.

OFFICIAL RECORDS, PAPERS, AND PUBLICATIONS OF ROCKY MOUNTAIN COLLEGE

The official records encompass the records or papers generated by or received from various administrative offices of Rocky Mountain College in the conduct of their business. These records may include:

A. Minutes, memoranda, correspondence, and reports of the Board of Trustees.

B. Records of the office of the President, including correspondence, administrative subject files and reports.

C. Correspondence, subject files, and reports of the Office of Academic Affairs.

D. Minutes, memoranda, and reports of all major academic and administrative commissions, councils, and committees including the Executive Council, Administrative Council, and Faculty Executive Council.

E. Accreditation reports and supporting documentation.

F. Annual budget and audit reports.

G. Minutes and records of the Alumni Association.

H. Reports and records of the Development Office including Annual Fund, Capital Fund, Fund Development, Constituent Relations, and Public Relations.

I. Records of student organizations.

J. All publications, newsletters, or booklets distributed in the name of Rocky Mountain College including: catalogs, College directories and faculty/ staff rosters, faculty and administration newsletters and publications, alumni publications and ephemeral material.

K. Audiovisual materials documenting the development of the College such as photographs, negatives, slides, motion picture films, oral history interviews, and audio and video tapes, discs, and recordings.

L. Maps, prints, and drawings documenting the physical growth of the College.

M. Reports of research projects, including grant records.

N. Artifacts relating to the history of Rocky Mountain College.

The official administrative records of Rocky Mountain College (correspondence, reports, and subject files) should be inactive and no longer of use in the activities of the originating office. They should be forwarded to the Archives according to the schedule outlined in the RMC Record Retention Policy. (See Appendix A) A representative of the Archives will consult with the various offices to arrange for orderly transfer of non-current material destined for the Archives. When material is forwarded it should be accompanied by an inventory describing the records being transferred. The originating office may wish to place restrictions on access to non-current records.

 

APPENDIX A RMC Record Retention Policy

Updated 4/27/11

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