Project Description
The Lewis & Clark College archives hold extensive resources relating to the history of Lewis & Clark and its predecessor Albany College. Many of these resources have been digitized and are available for research.
The Lewis & Clark College Archives will attempt to meet the needs of all individuals desiring access to college records, but some of these records are closed to researchers for varying lengths of time. Please read the following restrictions. After reading the restrictions, please send a detailed written request for information to: archives@lclark.edu
Restrictions
With the exception of materials noted below, records in the Lewis & Clark College Archives that are more than 35 years old are open to researchers. Records of major College officers and administrators, such as the President, Provost, and deans are closed to researchers for 35 years beginning on the date on which the person leaves office; the restriction applies to the entire body of records created during the administrator’s tenure. College staff with proper authorization may request records created by their office at any time.
Exceptions to the 35 year restriction policy include:
- student records (defined as credentials, grade sheets, correspondence, reports, notes, application and all other records pertaining to past and present students) are closed for 75 years from the date the student graduates or withdraws from the College
- personnel records of the College’s faculty and staff, are closed for 75 years after an individual’s retirement or departure
When necessary, records older than 35 years old may be closed to researchers if they have not been reviewed and processed sufficiently to ensure their preservation and to identify records that may require closure for longer than the standard period.
Use of Records in Connection with Cases at Law or Legal Proceedings
Requests for permission to examine any college records in connection with cases at law or legal proceedings of any kind will be referred to the President of the College.
- Before being sent, materials should be evaluated to determine if they belong in the archives. Records should be sent to the archives if federal and state laws require the records to be kept (please contact the archives to see a retention schedule), or if the materials have historic value to the study of the college’s history. Examples of historical items include photographs of campus events, college publications, etc. Because of space constraints, we are unable to store records that do not meet the criteria above.
- After determining that the record(s) belong in the archives, items should be placed in a standard sized archival box with a lid (12″W x 15″L x 10″H). Because of shelving constraints, we ask that all items are delivered in this standard box. Items inside the box such as folders should be labeled, and a contents list should be placed inside each box.
- Label the box in a descriptive manner that includes inclusive dates, and the department from which the box came. Also include destruction dates based on the retention schedule, if box is not for permanent storage.
- Be sure to call the archives before delivering the records. If you feel that the instructions listed above do not apply to the materials you would like to send to archives, please let us know, and we will do our best to accommodate your needs.