Yes! When records are donated to the Schade Archives, they are arranged and stored in acid-free folders and boxes and kept in appropriate conditions to ensure the long-term preservation of the documents. Once the collection of records is ready, the archivist will prepare an online finding guide that provides a brief description of the organization and an inventory of the records found in the archives.
Because the archives expends a great amount of resources in caring for records, once they are donated to the archives they become the property of Elmhurst University and cannot be removed from the archives without special permission. However, our collections are accessible in the archives’ reading room by appointment.
By archiving your organization’s records at the Schade Archives, you are guaranteeing that future members will have access to these resources when planning activities, AND that future students and campus offices will be able to research alumni activities and answer questions about past events and projects.
We welcome donations of records documenting student organizations. The following types of records are a sampling of what typically holds enduring or historical value to student organizations:
Before making the final decision to donate your records, please make sure to talk it over with your organization’s membership and leadership team and get everyone on board. If needed, the archivist is available to meet with the group to answer questions.
If your organization agrees to donate its historical records to the Schade Archives, the following steps will facilitate the donation of your group’s records:
Donating your organization's records should not be a one-time event. Create documentation or assign the duty of maintaining a relationship with the archives to an officer, like a Historian or Secretary. The end of each academic year is a great time to review your group's records and determine what might be eligible for inclusion in the archives. If you have any questions or concerns, please feel free to contact us. We’re here to help!