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USF Stories

Best practices for organizing and saving your USF stories. Guidance from University Archives on how you can shape campus history.

Student Organization Records

By archiving your organization's records, you can: 

  • Ensure authentic student voices are represented in the collections
  • Preserve your organization's legacy and traditions
  • Provide future members with a resource about past programs, and alumni with a resource for reunions or fundraising

Student organizations can prepare their records for archiving as part of their everyday workflows until they decide to donate them to University Archives for long-term storage. Our department collects and preserves your "inactive" organizational records. These are the records you don't need to do your daily business and may consult infrequently. The University Archives will make these records accessible for future Dons, researchers, and others interested in student life at USF.

Examples of Archival Records

  • Constitutions and bylaws
  • Membership lists, Member handbooks and policy statements
  • Meeting minutes and supporting documentation
  • Reports or key financial documentation 
  • Organizational histories, reference files, or research material for your group
  • Websites, blogs, and other social media
  • Newsletters, fliers, brochures, posters, press releases, and other publications  
  • Photographs, scrapbooks, audio recordings, video, clippings, and scrapbooks
  • Correspondence that documents programs, activities, and events 

Examples of Non-Archival Records

  • Active records you regularly use to conduct your business (until they are no longer active and you are ready to donate them to us)
  • Duplicate copies of publications published by your organization (we’ll keep two copies at most)
  • University-wide memos or announcements, unless they relate directly to your organization or events in which your organization participated or hosted
  • Artifacts like trophies or award plaques
  • Routine financial documents like receipts, purchase orders, canceled checks
  • Blank forms, letterhead, or other stationery
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