University staff

University records

Records of long-term historical and legal significance produced by University offices in the course of conducting official University business should be transferred to the Archives when they are no longer needed for day-to-day administrative activities. Records will remain accessible to department staff following transfer to the Archives. When necessary Archives staff will work with you to address privacy and confidentiality concerns through access restrictions for third-party users.

Materials of particular interest to the archives include:

  • Annual reports
  • Correspondence, including email, reflecting substantive departmental activity rather than routine administrative tasks
  • Audit and inspection reports
  • Legal opinions and decisions
  • Handbooks and manuals
  • Budgets
  • Meeting minutes, agendas, and background material
  • Organizational charts
  • Official histories
  • Maps and architectural records
  • Policy documents
  • Mission, goals, and objectives statements
  • Reports, briefing papers, and studies
  • Project files
  • Statistical documentation of departmental activities
  • Speeches and remarks
  • Two copies of all publications produced by your office or department
  • Audiovisual materials, including still photographs and negatives, motion picture film, oral history interviews, audio and video recordings
  • Ephemera (e.g. posters, flyers, handouts) documenting events and activities

The University Archives collects materials regardless of format. Electronic records which fall into any of the categories listed above may, in consultatation with Archives staff, be transferred to the Archives for long-term preservation.

Senior administrators

In addition to formal administrative records, the personal and professional archives of Stanford’s presidents, provosts, deans, and directors add much to the documentation one of the most prominent and influential research universities in the world.  

Our administrative history collections date back to the 17th century and encompass personal and family papers, administrative records and artifacts. These materials provide a diverse picture of Stanford’s administrative life. Included in these collections are the personal papers of presidents, provosts and deans. Not only do these materials document the evolution of the University, but also relationships, cultural and social changes, and shifts in values and mores over time.

Senior administrators are welcome to contact the Archives for further information about identifying appropriate professional or personal materials appropriate for preservation in the Archives.

How to proceed

Consult our Instructions for Preparing Material For Transfer. University Archives staff are available to assist with evaluating records for transfer to the Archives. For more information or to schedule a site visit, contact us at universityarchives@stanford.edu.