Khalaf Al Habtoor Archives: Donating & Transferring to the Archives

College Archives Collection Policy

The primary purpose of the College Archives is to acquire, preserve, and provide access to the historical records of Illinois College and the local community. The Khalaf Al Habtoor Archives collects records from College departments and offices that hold enduring historical value once they are no longer in active use. Examples of the types of documents that are collected and accessioned including: annual reports, articles, audio records, awards and scholarship information, blueprints, calendars, course syllabi and packets, editorials, event programs, exhibit records, governance documents (such as articles of incorporation, bylaws, charters, and registrations, etc.),  handbooks, invitations,  journals, manuals, media information, meeting minutes, memoranda, newsletters, photographs, posters, presidential papers, press releases, proceedings, program files, promotional literature, publications, recruitment materials, reports, rosters, self-studies and recommendations, slides, speeches, statistics, strategic planning records, student groups and organization records, surveys, theses and dissertations,  and videos.

Donations regarding local community history and personal papers will be evaluated case-by-case.

The Khalaf Al Habtoor Archives cannot accept or store any College records that are still in use, whether active or inactive. Offices and departments should ensure that they do not have any current or frequent need for records intended for transfer to the Archives. Documents sent to the Archives that do not align with its purpose will not be retained. Types of documents not accepted by the Khalaf Al Habtoor Archives include active student records, monetary gifts to the College, bank statements, purchase orders, receipts, and personnel records.

The College Archivist is responsible for determining which records will be housed in the archives. They establish and maintain procedures to ensure that only appropriate documents are transferred to the Archives for processing and inclusion in the collection. Records and documents sent to the Archives that lack historical relevance will be deaccessioned.