Transferring Materials to the Webster University Archives

Guidelines for transferring materials

The Webster University Archives collects, organizes, preserves, and makes available material of historical value that documents the institution and its faculty, staff, and students since its founding in 1915. Offices and departments that wish to transfer materials to the Archives should read the information below and follow the indicated procedures. All transfers must be approved in advance.

General types of materials that may be accepted by the Archives

Below are basic categories of materials that may be accepted by the Archives. See our alphabetical list of records for more information.

Office records checklist

You may want to perform a survey of the historical materials in your office. Searching the Internet for "records audit" will produce links to a number of forms and procedure guides. We also offer a brief Webster University Office Records Checklist which you can keep for your use or send to the archivist if you want advice on dealing with historical records.

Restrictions

Please note that due to space and staffing limitations, we must restrict the types and quantities of materials we can accept. All donated materials become the property of the Webster University Archives and generally may not be removed from the building. We typically do not accept the following types of items:

Procedures for transferring materials to the Archives

  1. Contact Kathy Gaynor at 314-246-7811 or via email at kgaynor@webster.edu. You must get approval before transferring materials to the Archives.
  2. Once approval has been given for the transfer, prepare the materials for transfer by making sure they are organized and clearly labeled.
  3. Make sure there are no items in the files that shouldn't be there (e.g. active records, personnel or student files, etc.)
  4. Place them in a container and make sure the container is addressed to the Webster University Archives c/o Kathy Gaynor, 470 E. Lockwood Ave., St. Louis, MO 63119.
  5. Call or email Kathy Gaynor to let her know that the items are on their way.
  6. Items may be delieved to the Emerson Library's first floor service desk Monday through Friday between 8 a.m. and 5 p.m.

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