University Archives
4/F University Library Bldg.
UP Manila
Pedro Gil. St. Ermita, Manila
Philippines, 1000

Tel. No. (632) 526-5850
This e-mail address is being protected from spambots. You need JavaScript enabled to view it.

Archives Policies

General Policies

The University Archives & Records Depository has a number of policies which are available here. As new policies are developed, they will appear on this page.

 

  • Administrative Policy
    The Administrative policy is intended as a working tool for staff involved in the University Archives. This policy sets out the regulations governing access to material in the Archives.

  • Collection Policy
    This policy sets out, in broad terms, the collecting activities and scope of the Archives.

  • Selection, Appraisal & Acquisition
    This policy sets out, in the context of the Collection Policy Statement, the Archives' objectives in selecting records for permanent preservation and the criteria applied in records appraisal.

  • Arrangement & Description
    The object of this document is to set out the arrangment and description policy in accordance with the current standard of the Rules for Archival Description (RAD).

  • Preservation & Conservation
    The intention and the purpose of UPMARD is to collect and preserve archival material (meeting the criteria of our collecting policy), as far as possible in perpetuity for the use of present and future generations. The purpose of this policy is to state and communicate the principles that guide the preservation activities in the University Archives.

Administrative

admin

  • The archives accepts materials with historical value in any format, including textual records; photographs and other visual records; maps, plans, and architectural drawings; sound recordings; and other archival holdings.

  • Consultation with the administrative officer and head of office, appraise all potential transfers and where appropriate identify those records which merit permanent preservation thus accepted by the Archives.

  • The Archives does not accept records for temporary storage.

  • The University archivist selects for preservation in the University archives only those unique records, which make significant contribution to the understanding of University's history.

  • The University archivist reserves the right to review the archival status of accessioned archives and to recommend their disposal or destruction if physical condition inhibits research access.

Collection

collection

 

All records from internal sources are the property of the University. Records received from other sources are only accepted as a gift. Donations of materials and funds are essential to maintaining and developing the Archives. The Archives does not purchase records or accept them on loan.


The Archives collects and holds the following university records from 1908 to the present. The records include the following:

  • Charters, Statutes, Laws and Memorabilia

  • Records of the Chancellor's Office

  • Records of the University's Legislative and Executive Council

  • Annual Budget Final reports

  • Records of Past Administrative Officials and Committees

  • Accreditation Reports

  • Official Publications of the U.P.

  • Departmental Records and Faculty Papers

  • Personal Papers and Manuscript Collections

  • Publications of Faculty and Student Organizations

  • Theses and Dissertations

  • Audio-visual Materials documenting the history of the University, including photographs, films, audio and videotapes

  • Rare Books, and;

  • Special collections submitted to the University Archives.

Academic and Administrative Files not included and preserved in the UPMARD:

 


  • Draft copies of plans or reports.

  • Lectures given at UPM by individuals not associated with UPM.

  • Multiple copies (more than two) of any publication, program, flier or form produced by the depositing individual or agency.

  • Files of Faculty, staff or students or any files containing confidential and personal information, like resumes received in application for positions and course evaluations or analysis with specific mention of names of faculty or students.

  • Raw statistical data gathered for whatever purpose. This includes raw enrollment statistics, course load information, individual or departmental survey information and donor amounts.
  • Research materials gathered by faculty or staff, like photocopies of research materials from other repositories collected for personal research use and faculty class lecture notes.
  • Undergraduate theses and other student research papers
  • Forms

Acquisition

appraisal

 

All records from internal sources are the property of the University. Records received from other sources are only accepted as a gift. Donations of materials and funds are essential to maintaining and developing the Archives. The Archives does not purchase records or accept them on loan.


The Archives collects and holds the following university records from 1908 to the present. The records include the following:

  • Charters, Statutes, Laws and Memorabilia

  • Records of the Chancellor's Office

  • Records of the University's Legislative and Executive Council

  • Annual Budget Final reports

  • Records of Past Administrative Officials and Committees

  • Accreditation Reports

  • Official Publications of the U.P.

  • Departmental Records and Faculty Papers

  • Personal Papers and Manuscript Collections

  • Publications of Faculty and Student Organizations

  • Theses and Dissertations

  • Audio-visual Materials documenting the history of the University, including photographs, films, audio and videotapes

  • Rare Books, and;

  • Special collections submitted to the University Archives.

Academic and Administrative Files not included and preserved in the UPMARD:

 


  • Draft copies of plans or reports.

  • Lectures given at UPM by individuals not associated with UPM.

  • Multiple copies (more than two) of any publication, program, flier or form produced by the depositing individual or agency.

  • Files of Faculty, staff or students or any files containing confidential and personal information, like resumes received in application for positions and course evaluations or analysis with specific mention of names of faculty or students.

  • Raw statistical data gathered for whatever purpose. This includes raw enrollment statistics, course load information, individual or departmental survey information and donor amounts.
  • Research materials gathered by faculty or staff, like photocopies of research materials from other repositories collected for personal research use and faculty class lecture notes.
  • Undergraduate theses and other student research papers
  • Forms

Arrangement

arrangement

 

The following procedures on arrangement and description of archival records are strictly implemented:

  1. The staff in archives, in supervision with the university archivist is responsible for the arrangement and description of the records and all archival materials appraised and accessioned.

  2. Arrangement and description of records are based on the good physical condition of the material, usability and its importance to the researchers of the UPMARD.

  3. The records accessioned are arranged and filed in the order in which they were originally created, maintained, and used.

  4. A box of records are organized according to the following levels of arrangement: Repository, Record Group (Fonds) or Manuscript Group for personal papers, Series, File, and Item.

  5. The description of the fonds or the collections of records are prepared including the main title (usually supplied by the archivist), dates of creation, physical description, archival description, notes and the accession no. as its the location code.

  6. Uniformity of description is observed.

  7. Produce catalogue cards and file them alphabetically according to main entry title.

  8. Index all the records to identify and locate information being looked for.
  9. After the records are organized, boxed, filed and labeled, the boxes are shelved chronologically by its accession number that serves as its location code in the stock area.

  10. All records are handled with care and preserved.

Preservation

preservation

 

Guidelines for the Preservation and Conservation of Archival Materials:

 

  1. All materials in contact with an original item should be of archival quality and acid-free.

  2. Archival Materials should be maintained in a cool dry place. Thus, Archive staff should have controlled levels of temperature and humidity which ensure that documents will not deteriorate

  3. Photographs can be on a support of glass, plastic, paper or metal, which all require special care.

  4. The Archivist and the staff should have full emergency control plan for its collections. This means that in the event of a fire or flood, immediate action can be taken to minimize damage to our collections.

  5. Always remove any rusty paper clips or staples from collections.

  6. Store documents and photos flat to prevent distortion.

  7. Use acid free tissue paper to interleave between pages of volumes with color plates to prevent off-setting or blocking.

  8. Use metal shelves and file cabinets instead of wooden.

  9. Establish adequate environmental condition.

  10. Never eat or drink in the storage or reading areas to avoid insects and rodents.