Collection Development Policy

The Cheng Library Archives and Special Collections collect, curate, and provide access to organizational records, rare books, manuscripts, and unique personal papers in our priority collecting areas. Furthermore:

• Collections and personal papers are donated to the college via deeds of gift governing access and use.
• Collections are described through published finding aids.
• Collection materials may be integrated into digital and physical exhibits, social media and publicity efforts, as well as classroom instruction.
• All materials accessioned into the Archives and Special Collections will be retained in perpetuity, except where digitization permits disposal of physical copies or where materials do not meet the current mission and collecting policies of the Archives.
• The Cheng Library Archives and Special Collections do not accept materials on loan.

Collection Areas

1. William Paterson University:

Archives and Special Collections collect records, publications, photographs, audiovisual materials, and ephemera documenting the administrative, scholarly, social, and physical history of the campus from the University’s founding as a Normal School in 1855 to the present day.

Alumni memories in the form of photographs, audiovisual materials, and documentation of student activities are welcome. Publications and memorabilia will be accepted when they do not duplicate existing holdings. Donations of faculty papers will be considered from faculty whose research and careers made a significant national or international impact.

Archives and Special Collections collaborate with faculty and offices on campus to preserve research materials and projects that meet a demonstrable pedagogical need. Interested faculty are encouraged to coordinate with the Cheng Library to ensure that formats and permissions align with archival standards for preservation.

2. Political Papers:

Archives and Special Collections hold the political papers of several elected officials, including Congressman Robert A. Roe, Congressman William J. Martini, and Passaic Mayor Nicholas Martini. Archives and Special Collections will continue to collect papers of elected officials with ties to Passaic County and William Paterson University. Desirable materials include policy and legislative papers, campaign materials, speeches, promotional materials, correspondence, reports, and publications which demonstrate the democratic process and interplay between elected officials, constituents, and external organizations.

3. University Records:

The University Records Retention Schedule governs records management practices at William Paterson University. Responsibilities are carried out by designated records coordinators across campus. Archives and Special Collections transfer non-current materials with historic value for long-term preservation to the archives. Agendas, minutes, reports, summaries, photographs, publications, and architectural renderings are considered high value items, as well as materials related to anniversaries, milestones, newsworthy events, and new buildings or academic programs.

Collection areas do not include:

• Clippings from or copies of widely-distributed newspapers, magazines, and academic journals.
• Reproductions of materials held by other repositories.
• Books not authored by donors.
• College records earmarked for destruction based on University retention schedules, except for those records otherwise determined to have historic value.
• Medical records, in compliance with the Health Insurance Portability and Accountability Act (HIPPA).
• Student records, in compliance with the Family Educational Rights and Privacy Act (FERPA).
• Personnel records.
• Tax records.
• Recommendations for employment or graduate school written on behalf of students.
• Commercially produced, widely available audiovisual recordings.
• Detailed financial records, with the exception of summary statements and annual reports.
• Fine art.
• Materials with mold and/or significant conservation needs.
• Records or other materials extracted, displaced or stolen from their communities and places of origin.

Visiting

Researchers may view the archives by appointment — email universityarchives@wpunj.edu for more information. Materials do not circulate and should not be removed from the Special Collections Room without permission. Researchers must abide by the following Archives and Special Collections Policies and Handling Guidelines:

• A member of the library staff must be present during research visits. Visits are scheduled by appointment.
• Photographs may be taken (without flash) for personal research use, where copyright law permits.
• Staff will retrieve up to three boxes or volumes at a time for research use. Please examine one box or volume at a time.

Handling Guidelines

• Use clean hands.
• No food or drink.
• No pens, only pencils or electronic devices.
• Handle items gently and as little as possible.
• Avoid disturbing the original arrangement of the materials.
• Gloves will be provided for photographic materials without protective sleeves.

Digital Access and Scanning Requests

Researchers may request reproductions (digital copies) of collections materials for private study, scholarship, and research. In making digital copies available, the Cheng Library Archives and Special Collections do not grant permission to reproduce or quote for publication. It is the responsibility of the user to obtain permission to publish from the owner of the copyright (institution, record creator, author, transferees, heirs, legatees, or executors).

Archives and Special Collections do not charge fees for digital files or photocopies. Requests for twenty pages or less are typically filled within fourteen business days. Larger requests may require more time.

To request digital access to archival materials please email universityarchives@wpunj.edu.

Publication Requests

The Cheng Library Archives and Special Collections may grant permission to publish collection items only when William Paterson University is the copyright holder.

No permission is required for use of items in cases where the intended use falls within the fair use provisions specified in U.S. copyright law (§ 107, Title 17, United States Code). The Cheng Library cannot make determinations regarding fair use.

To request permission for publication of items held by the Cheng Library Archives and Special Collections please email universityarchives@wpunj.edu.