Special Collections

Policy and Procedures for Transfer of University Records

  1. Notify the Archives Staff at (317) 274-0464 before sending the records to the University Archives. In the event of a large volume of records to be transferred, the Archives Staff will examine the records onsite and prepare the records for shipment.
  2. A completed transmittal/inventory form (pdf file) must accompany the records to assist the Archives Staff in identifying the records.

Basic Transfer Principles to the IUPUI University Archives

Last updated by on 07/15/2013

Academic Personnel Records Retention Schedule

This records retention schedule, developed with input from academic personnel records officers throughout the IU system, should be employed by all IUPUI units that maintain faculty personnel records in their offices. The schedule was approved by the Indiana University Academic Officers Committee on January 31, 2003, for system-wide use.

Last updated by on 03/02/2009

General Records Retention Guidelines: Records for Destruction

University Records NOT accepted by the IUPUI University Archives are listed below. These records can be destroyed or transferred elsewhere after their administrative or legal use has expired.

Last updated by on 03/02/2009

General Records Retention Guidelines: Records for Transfer

The IUPUI University Archives preserves significant records documenting the history and activities of IUPUI and its schools, departments, programs, and offices. Because of the vast amount of paperwork which is created at an institution of this size, only a small percentage of records can be preserved in the Archives. Accordingly, the University Archives has established some general guidelines to ensure that records of importance are preserved. These guidelines do not cover all records. Please consult the archivists at the University Archives for guidance. The following types of non-current, inactive records are commonly transferred to the University Archives:

Last updated by on 07/15/2013

University Archives Policy Statement

  1. The records of the official activities of University officers and offices at IUPUI are the property of Indiana University and may be deposited in the IUPUI University Archives, with the exception of patient records, individual student records, and certain personnel records.
  2. Such property is to be destroyed only after the approval of the officer in charge of the administrative unit where the papers accumulate and the University Archivist.
  3. The officer in charge of each administrative unit will determine when records cease to have current administrative v
Last updated by on 03/02/2009

Guidelines for University Offices

University Archives Policies

General Guidelines
          • Records for Transfer
          • Records for Destruction
Last updated by on 03/19/2009

User Policies

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  • Last updated by on 03/25/2009

    Copyright Information

    Any copies made from materials held by IUPUI University Library's Special Collections, including both Special Collections and Archives and the Joseph and Matthew Payton Philanthropic Studies Library, may be protected by U.S. Copyright Law (Title 17, U.S. Code), which governs reproduction, distribution, public display, and certain other uses of protected works. Uses may be allowed with permission from the rights holder, or if the use is fair use or within another exception, or if the copyright on the work has expired.

    Last updated by on 03/01/2009

    Duplicating Services

    General Information

    Materials housed in the Special Collections and Archives and in the Joseph and Matthew Payton Philanthropic Studies Library generally can be duplicated.

    Exceptions to this include:

    1. Materials that could be damaged by exposure in the duplication process.
    2. Materials restricted by agreement with the donor.
    3. Materials restricted due to copyright or other legal considerations.

    The Special Collections staff will determine if items may be duplicated and will duplicate requested material. Materials from the Payton Philanthropic Studies Library can be duplicated by patrons on the University Library's coin-operated machines.

    Faxing Services (For Special Collections only)

    Limit: 20 pages only.

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    Media Duplication Services (For Special Collections only)


    $4.00/per hour of tape ($4.00 minimum charge)


    Last updated by on 07/15/2013

    Visitor's Information

    The Special Collections Team welcomes visitors year-round to use the resources of the Ruth Lilly Special Collections and Archives.

    As a general rule, please contact the Archives before your visit to determine if the information you require is available for research.

    Information about Indianapolis

    Last updated by on 07/15/2013