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UC San Diego University History and Archives: What We Collect

The lists below provide an example of the types of records typically collected. Other items may be considered. For more information, contact the University Archivist.

Yes, Please! What We Collect

Yes, Please!


  • Accreditation and self-study files
  • Alumni and student organizational files
  • Annual reports (institutional, departmental)
  • Architectural records
  • Correspondence
  • Grant files
  • Maps
  • Membership rosters
  • Memoranda
  • Minutes
  • Organizational charts
  • Planning documents
  • Policy and procedures manuals
  • Publications (particularly newsletters, brochures, handbooks, and catalogs)
  • Reference and subject files
  • Research project files
  • Speeches
  • Task force and ad hoc committee files


  • Legal documents (for example, briefs)
  • Legislative reports


  • Annual financial statements
  • Audit reports
  • Ledgers
  • Marketing reports and surveys
  • Public relations materials (for example, press releases and advertising kits)


  • Articles of incorporation
  • Artifacts (select)
  • Biographical material (for example, Bio-Bibliographies and curriculum vitae)
  • By-laws
  • Photographs (with identified subjects)
  • Scrapbooks
  • Sound and video recordings

Publications  (produced by the unit)

  • Advertising kits
  • Brochures
  • Catalogs
  • Handbooks
  • Newsletters
  • Press releases

No Thank You -- Generally NOT Collected


  • Blank forms
  • Donor records
  • Duplicate copies
  • Invoices
  • Purchase orders
  • Receipts
  • Reimbursement requests
  • Requisitions

Personnel and Students

  • Personnel records
  • Applications (job, scholarship, and the like)
  • Grade books and grade reports
  • Student papers and dissertations
  • Student records
  • Tenure review documentation


  • Equipment and software instructions
  • Faculty publications (reprints selectively accepted if included in faculty papers)
  • UC Press publications


  • Records relating to other campuses, other than those reflected in systemwide records
  • Artifacts, trophies, and other non-record materials