The LaGuardia Community College Archives is hereby designated as the Institutional Archives and is housed in the the Library Media Resources Center. The College Archivist is a member of the Library faculty. The Archives, comprising the relevant documents and research materials relating to the history of the institution is separate and different from the LaGuardia and Wagner Archives—a special collection housing the papers of Mayors LaGuardia and Wagner and some other local organizations.

II OBJECTIVES:

The collection, appraisal, arrangement, conservation and administration of College records with historical, research or cultural value, so as to make them available for administrators, staff and students of LaGuardia Community College and other research scholars who find a legitimate use for them.

III. RELATIONSHIP BETWEEN THE INSTITUTIONAL ARCHIVES AND OFFICE OF RECORDS MANAGEMENT:

The Institutional Archives and the Office of Records Management share similar objectives as outlined in Section II above. However, while the Office of Records Management is charged with receiving, storing and preserving inactive records of financial, legislative and administrative nature in accordance with the already established Records Retention Schedule, the Institutional Archives is concerned with organizing, classifying and creating finding aids for relevant documents of historical, cultural research value for easy access to users. Thus, the Two offices shall be in constant contact and communication with each other to effect transfer of appropriate materials from the Office of Records Management to the Institutional Archives.

IV THE ARCHIVES COMMITTEE:

A. Constitution. The Archives Committee shall consist of four members of the library faculty and other members of the College community as follows.

1. The College Archivist, Chair.
2. Two additional Library faculty.
3. The Records Manager from the Division of Administration.
4. LaGuardia and Wagner Archives Director of designee.
5. Two faculty members designated by the Faculty Council.
6. President of the Student Government.
7. Chairperson of the Senate of designee.
8. The Chairperson , Library Media Resources Center (Ex-Officio).

The Minutes of the Archives Committee shall be circulated among all its members, other professional staff of the Library, the President, all the Deans and Chairpersons. the Archivist shall chair the Committee meetings and a secretary will be appointed from among the members.

B. Functions of the Archives Committee:

1. To transact all business pertinent to the Archives
2. To adopt policies that help attain the objectives of the Archives.
3. To review progress and advise the Archivist regarding all archival functions.

V. THE ARCHIVIST:

The management and administration of the Archives will be vested in the Archivist as advised and recommended by the Archives Committee.

VI. OPERATION OF THE ARCHIVES

1. Collection
   On behalf of LaGuardia Community College, the Archivist is authorized to negotiate with all records—generating Divisions/Departments offices of the Records Manager to transfer relevant documents to the College Archives. The Archivist shall adhere to the Records Retention Schedule as already set up by the Records Management office to fulfill this duty. The Archivist may also approach the former and present staff and students for any retrospective material (fliers, pamphlets, etc.) related to any College activity.
2. Scope and Collection
   The records collected may be published of unpublished manuscripts, letters, journals, photographs, and audio-visual materials containing information regarding any activity of the College. Other than the materials generated by the Departments, faculty papers, student papers of high quality and other special collections of importance for the College may also be collected.
3. Appraisal
   The Archivist shall be responsible for appraisal of all materials from time to time in consultation with the heads of respective Departments and the Records Manager.
4. Arrangement
   The Archivist all take all steps to protect and preserve all materials from any kind of deterioration, loss, mutilation or destruction.
5. Conservation
   The Archivist shall take all steps to protect and preserve all materials from any kind of deterioration, loss, mutilation or destruction.
6. Administration
   The Archivist shall make the materials available for use to any authorized or bonafide persons, under strict supervision. Restriction of access will be in compliance with the Family Educational Rights & Privacy Act of 1974—also referred to al the Buckly Amendment.

VII. DOCUMENT RELEASE BY THE DEPARTMENTS/DIVISION

All Departments/Divisions of the College—administrative or other—are hereby empowered to release the records which have satisfied their retention period and are not needed to current administrative or other purposes, To the College Archivist for preservation and administration whenever the Archives is able to receive them. The Archivist shall duly acknowledge receipt of any such documents.

Any administrative reorganization or change shall be communicated to the Archivist by the Department/Division involved so as to make it possible to mark proper cross-reference in the relevant archival files.

At the instance of the termination of any office or department, its official documents shall be transferred to the Archives unless another location is selected by the Senate and the Faculty Council.