Clare
College Archives
Collection
Policy
Introduction
Clare College Archives is
the record repository of Clare College, a college of the University
of Cambridge, founded in 1326. The repository is under the jurisdiction
of the College Library and the Archive Sub-Committee. This collection
policy is deliberately flexible to allow each potential accession
to be judged on its own merits.
Mission statement
The purpose of the Archives
is to collect, preserve and promote the documentary evidence for
the history and life of the College. This includes records of its
administration and finances, land and property ownership and individual
members of College. Many of these records date from the sixteenth
century although the earliest period of the College is not well
documented since a large proportion of the original muniments were
destroyed in a fire in Old Court in 1521. Nevertheless, the Archives
provide a valuable resource up to the modern day.
Scope of the collection
We will collect official
records of the College, papers of individuals connected with the
College and also items which illustrate a cross-section of College
life and which might not normally survive as part of the official
record. The following types of material will be accepted: paper
and parchment archives; maps, plans, drawings, engravings and photographic
prints; audio-visual and computer media; College newsletters, magazines
and other publications; posters, menu cards and some artefacts.
Copies and transcripts are only acquired where the originals are
not available and the material is of sufficient importance to our
collections.
Methods of acquisition
Institutional records will
be transferred by arrangement with College departments when they
are no longer in use. Only records judged to have an administrative,
legal, financial or research value will be transferred for permanent
retention.
Records from external sources
will be acquired by gift and deposit. Gifts are preferred because
they ensure that an archive will be permanently preserved and available
for research. We shall, in consultation with donors, evaluate and
select only material worthy of permanent preservation. Duplicate
or ephemeral material identified in the initial processing of an
archive will be returned or destroyed in a secure manner, according
to the donor's instructions.
Material will be accepted
with guidelines on Data Protection and Freedom of Information in
mind. Donors' wishes on the confidentiality and copyright status
of material will be agreed in advance.
We aim to assist donors in
finding the most appropriate home for their records and may direct
records to another repository in line with the national archival
framework.
The Archives will not normally
purchase any material, unless in exceptional circumstances.
Responsibilities
All records received will
be accessioned and receipted to the donor and notice of major new
acquisitions will be made public at the earliest opportunity. Records
will be sorted, catalogued, and indexed in due course and copies
of catalogues will be supplied to donors.
We have an obligation to
store, preserve and make accessible the archives in our custody
in accordance with current professional standards.
Endorsed by the College
Council 29th January 2007
This policy is subject
to review after five years.
Elizabeth Stratton
Edgar Bowring Archivist
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Any enquiries about the
Archives should be directed to:
Elizabeth Stratton
Edgar Bowring Archivist
Clare College Archives
Queens Road
CAMBRIDGE
CB3 9AJ
Tel. 01223 765059 (usually Thursdays and Fridays only)
E-mail: archives@clare.cam.ac.uk
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