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Last Updated: Jun 22, 2017 URL: Print Guide Email Alerts

University Archives Print Page

Philosophy and Mission

The Archives of the College of Mount St. Joseph (herein referred to simply as the Archives) serve as the official repository for the permanent records of the College of Mount St. Joseph (herein referred to simply as the College). The Archives are administered by the College's Library Services. The primary purpose of the Archives is to collect, organize, preserve, and make available for consultation any materials that have enduring value to documenting the history of the College.

In order to build the collection, the College Archives encourages departments and services of the College of Mount St. Joseph to regularly submit appropriate materials for preservation. Procedures for submitting materials are explained in this document.



The Archives are located on the lower level of Seton Hall adjacent to the Student Scholar’s Center. It is open by appointment only by contacting the Mount Library's Director of Library Services.



The organization of the Archives is based on the following divisions and functions of the College:

  • History
  • Governance
  • Administration
  • Academics
  • Admissions and Recruitment
  • Business and Finance
  • Information Services and Support (ISS)
  • Institutional Advancement
  • Student Affairs
  • Campus Functions
  • Interinstitutional Involvement

Each of these divisions has numerous sub-divisions.

Schema Numbering Code:

Major category: 100, 200, etc.

Sub-category: 101, 102, etc.

If there is more than one box in a sub-category the boxes are identified by A1, A2, etc.

If there is a major change of topic in a sub-category the new topic becomes B, etc.

In each box the folders are numbered (1), (2), etc.

A date 92-93 indicates a single academic year. 92-93/98-99 indicates that all of the years from and including 92-93 through 98-99 are within that folder.


Formats of Materials Collected

The Archives collect materials in the following formats: print, photographs, negatives, slides, audiotapes, videotapes, microfilm, machine-readable files, architectural plans, cd-rom, and maps. Other formats will be considered for future retention.

Whenever possible, materials will be preserved in their original format.


Criteria for Material Selection

The Archives include materials:

  • of historical value to the College;
  • Published by the College for public consumption, including press releases, campus newspapers, course catalogs, yearbooks, newsletters, reports, and other official documents;
  • published or produced by College faculty, staff, or students deemed to be of lasting value;
  • Regarding College Board of Trustees members, faculty, staff, or students;
  • produced by College committees and task forces deemed to be of lasting value.

Donations to the Archives should be forwarded to the Director of Library Services, who will evaluate the appropriateness of the material for inclusion in the collection.

Materials not easily reproduced or copied may be removed from the Archives due to physical deterioration or space limitations. These decisions will be made by the Archivist in consultation with the Director of Library Services and/or other appropriate College staff.


Submitting Materials to the Archives

All materials should be dated and identified in pencil. Staples should be moved.

It is recommended that College departments submit relevant materials to the Archives on a monthly, quarterly and/or annual basis, as materials are available.

To forward materials:

  1. Use campus mail: address envelope to Archives in care of the Library, or
  2. Deliver materials to the College Library

The following materials are to be forwarded to the Director of Library Services for inclusion in the Archives:

  • annual reports issued at all levels;
  • accreditation documentation and reports;
  • awards and citations presented by the College;
  • course catalogs and College catalogs;
  • campus publications (newspapers, literary magazines, issues of Mount Magazine);
  • college honors/recognitions;
  • 3 year plans and annual plans;
  • self-studies;
  • board of Trustees reports and minutes;
  • college committee reports and minutes;
  • faculty and staff honors, awards, recognition;
  • faculty and staff publications;
  • fund raising campaigns;
  • grants officially awarded to the College;
  • statistics as appropriate – enrollment, financial, etc.;
  • policies and procedures for College/departments;
  • recruitment materials;
  • photographs of campus events, awards, campus, honorees, etc. which are clearly identified and dated on the back in pencil;
  • student life memorabilia and attached identification, date item used, and purpose of the item.

Record Retention

Campus offices are responsible for keeping appropriate records of their operations. Follow these procedures for submitting records to the Archives:

  • operating records of a specific program are usually kept by the office in charge of that program as long as that program is extant. If the program ends, then the records should be submitted to the Archives for permanent record keeping.
  • some records will be kept in offices to serve existing staff. If a staff member or faculty member leaves the College, the appropriate records should be sent to the Archives for permanent record keeping.

In-House Use of the Archives

Persons seeking access to archival materials are requested to call the Director of Library Services (513-244-4351) for an appointment. They will fill out a form stating the purpose of their research, the records they wish to consult, and their willingness to abide by archive policies.

Care of Manuscripts

All materials must be handled with care. Writing or placing anything on the manuscript is prohibited. Lead pencil, ball-point pen, typewriter, and cassette recorder may be used to take notes. Indelible pencil, ink or liquid of any kind may not be used on documents. Marking, erasing, folding, or tracing in any way may damage materials. Smoking is prohibited in the Archives. Food and beverages are not permitted.

Servicing Documents

The user should confer with the Director of Library Services regarding materials prior to the time of need. Every effort will be made to service pertinent, available documents. A staff member will service the materials. The reader should keep documents in the order in which they are in the folder. As an individual box is returned, new materials will be released. Before leaving, the reader is responsible for the return of all materials to the attendant.

Restricted Materials

The user of restricted materials is subject to the limitations imposed by the restriction of the donor, depositor, and archival policy.

Photo Duplication

Photocopying serves to expedite research and lessen wear of documents. The reader should identify the material to be copied. For a nominal fee, the documents will be reproduced. In some instances it may be necessary to refuse or limit the amount of copying due to circumstances; for example, the physical condition of the material, limited staff time, special restrictions of the donor, or copyright laws. For unpublished materials, the Archivist may require that photocopies be returned to the Archives at a specified time. The researcher should be informed of this obligation prior to accepting the photocopies. Originals may not be removed without prior consent of the Archivist.


Public Use of the Archives

  1. The Archives are closed to the public. Tours of the Archives are available upon request. These and other requests for permission to use the Archives should be forwarded to the Director of Library Services. Upon receiving permission to use the Archives, the researcher will fill out a brief form (see Appendix) stating the purpose of his/her research.
  2. The use or examination of certain documents may be restricted.
  3. The researcher may quote from documents only with the written permission of the Director of Library Services and with due reference to the source: Archives, College of Mount St. Joseph, 5701 Delhi Road, Cincinnati, Ohio 45233. As a general rule, no letter, memorandum, or document written by a person still living may be quoted, paraphrased, or used in any way without the consent of the author.
  4. The researcher must assume full responsibility for conforming to the laws of libel and literary property rights which may be involved in the use of manuscripts and other archival materials.
  5. Ordinarily a member of the staff will retrieve desired materials for the researcher for consultation in a public area. All archival materials should be handled with care. They should not be traced or marked upon in any manner.
  6. If permission is given for reproduction of materials the process is done by a member of the staff at an established cost per sheet or page. Such reproductions may not be further reproduced, examined, or transferred elsewhere without prior written permission. Permission to reproduce material does not constitute permission to publish. If permission is given for the use of material for publication (including theses or dissertations), one copy of the publication should be sent to the Archives.
  7. No material may be removed from the Archives, except with the permission of the Archivist or the Director of Library Services.


Summer Semester
May 13-August 27, 2017

M-Th: 8am-7pm
Fri: 8am-5pm
Sat: 10am-5pm
Sun: Closed

Days Closed (Summer):
Sat., July 1; Tues., July 4;
Sat., July 8; Sundays

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