Policies & Forms

University Archives

As keeper of WPI's institutional memory, Archives & Special Collections identifies, collects, and manages university records in collaboration with campus offices.

The purpose of collecting such records is to provide documentation of the development and growth of the university, particularly of its primary functions of teaching and research, its role in the community at large, the activities of its student body and alumni, and the development of its physical plant and grounds. Priority is given to those records that reflect the activities of university officers and committees which formulate or approve university or division-wide policy, as well as faculty and administrative involvement in these activities.  ASC staff refers to these types of files as records of enduring value and considers them to be critical to the continuing operations of WPI.

Records take many forms. They may be analog or digital and can be created by anyone with an association to WPI. While the nature of different formats may require different methods of transfer and long-term care, the value of a given record is based on the information and evidence it provides, not on its format. When arranging a record transfer, ASC staff will indicate how records of varying formats should be transferred. These records may have access or use restrictions that need to be managed and maintained over time.

Archives & Special Collection is committed to identifying and preserving the most important, at-risk, and permanent records of WPI. ASC staff can assist with assessing legal, administrative, and historical record retention requirements, as well as arrange for the transfer of records to the Archives. Final decisions on accepted material are made by the University Librarian or their designee and are made with multiple elements considered.  

Manuscripts

The department’s manuscript collections focus on several areas, including nineteenth and early twentieth century manufacturing and industry, scientific exploration and discovery, regional history and culture, and video game development. 

Other important collection development areas include the personal papers of WPI faculty members documenting their professional careers and the university’s curriculum, as well as the personal papers of WPI alumni documenting their careers and contributions to science, technology, and other fields. 

Charles Dickens & Other Special Collections

WPI Archives & Special Collections houses an extensive collection of material related to the life and world of English novelist Charles Dickens. Rare and first editions of serial novels, artwork, correspondence, audiovisual adaptations, and artifacts may be found in manuscript collections donated to WPI. ASC staff, with the advisement of WPI faculty, continue to supplement these gifts with additional manuscript material, contextual scholarship, and new editions and adaptations of Dickens’s work in a variety of formats.

Art & Objects

WPI Archives & Special Collections collects, preserves, documents, and exhibits items that are part of the larger WPI Art Collection. The collection includes art and objects created by members of the WPI community, as well as paintings, sketches, sculptures, and other materials that support the cultural heritage of the WPI community. ASC staff work in collaboration with the WPI Campus Art Committee to approve the acquisition and display of art and objects at WPI.

WPI Archives and Special Collections adheres to the Society of American Archivists Core Values Statement and Code of Ethics. We strive to make research materials available to users on equal terms of access in accordance with the professional policies on access adopted by the Society of American Archivists and the American Library Association.

Guidelines for Transferring Records to the Archives

The ability to retrieve records deposited in the Archives is dependent on the information offices provide. Care must be taken to properly prepare records and complete the appropriate forms when the records are transferred. Archivists are available to answer any questions and offer assistance.

To simplify future retrieval of records, prepare paper records according to the guidelines listed below:

• Transfer official record copies only. Weed out documents that originated from another office and are therefore copies.
• One cubic-foot sized boxes called “records center boxes” must be used to store and transfer records. If needed, these boxes can be obtained from us. For records that will not fit into these 12″x10″x15″ containers, alternative storage methods may be arranged with the Archives team.
• Remove staples, metal paper or binder clips, and rubber bands from records.
• Remove records from hanging folders and binders taller than 10 inches (must fit upright in the records center boxes). Organize records into labeled file folders according to the order in which they are normally filed in your office.
• Pack folders upright in the records center boxes. Letter size (8.5 x 11in.) materials can be stored in one direction, legal size (8.5 x 14 in.) materials in the other.
• Fill each box to capacity but do not overfill.
• Number each box consecutively on one end of the box rather than on the top.
• Start a new numerical series with each shipment sent to the Archives.

Records Transmittal and Inventory Sheets

Records Transmittal and Inventory Sheets account for items deposited in the Archives. This form is available on the Archives website (see link at the bottom of this page). The completed form can be saved as a Word file and sent as an email attachment to archives@wpi.edu, or printed, filled out manually, and deposited with each transfer. 

Records Transmittal and Inventory Sheets should be completed in the following manner:

• Name of transmitting office
• Address of transmitting office
• Name, campus address, email address, and office phone number of person preparing shipment
• Box number and folder title

Transportation

The office depositing records in the Institute Archives must arrange for transportation of packed records to the Archives.

Accession Numbers

Upon receipt of records, the Institute Archives will assign each shipment an accession number. The office depositing records will be notified of the accession number and any inventory revisions. This accession number must be used by the office in all communications with the Archives.

Digital Records

• Maintain original folder and file structure
• Weed duplicates, drafts, and copies
• Arrange a transfer method with ASC staff

Please wash your hands prior to handling any materials. We have two restrooms available for use. 

No coats, bags, pens/markers, food, or beverages are allowed in the Reading Room. We have lockers and a coat rack available for storage of your belongings. 

Laptops, tablets, and cell phones are permitted.

Use of cameras or other reproduction equipment is allowed with permission and on a case-by-case basis. 

• Camera flash must be turned off and sound muted.
• If reproductions are for more than personal research use only, a Usage Permission Agreement must be submitted. 

Please protect the integrity of our collections.

• Handle with care. Use provided white gloves only for photographs and 3D objects. Weights for keeping material flat and book cradles for fragile bound volumes are also available for your use.
• Maintain the order of materials in folders and boxes. Notify staff if materials are misfiled, damaged, or missing.

Please note that some material may be under access restrictions, such as by statute, by the office of origin, or by donors. WPI Archives & Special Collections reserves the right to restrict the use of records.

Proper attribution is required.

• Recommended source caption: Courtesy of WPI Archives & Special Collections.
• Recommended citation: [Item], [Name of Collection], [Collection Number], Archives & Special Collections, Worcester Polytechnic Institute, Worcester, MA.

Loans

Items from archival and special collections may be available for exhibit loan or long-term installation (i.e. artwork in campus offices and meeting spaces). Loans and installations are prepared at the discretion of ASC staff, may incur preparation or installation fees, and are made only to staff, faculty, and Student Activities-sponsored organizations.

WPI Archives & Special Collections is unable to loan materials to student project groups or individual students. For students wishing to use collection materials in a class presentation or project, ASC staff may be able to coordinate display of original items within the library, as well as provide digital representations for use in presentations. 

Pop-Up Exhibits

WPI Archives & Special Collections can provide temporary, curated exhibits of archival or special collections materials to enrich important events on campus. Please contact ASC staff as early as possible to enable adequate time to identify appropriate items, assess their condition, and prepare them for display.

WPI Archives and Special Collections uses innovative solutions and acknowledged best practices to digitize material in support of academic endeavors, to enrich the cultural heritage of WPI, and to broaden access to our unique resources.

Ongoing Digitization

ASC staff will continue to digitize archival and manuscript material to further enrich the digital resources offered by WPI. Digitization decisions are made in conjunction with library staff, faculty, and other members of the WPI community. Final decisions for digitization projects, however, are determined by ASC staff with consideration for technical feasibility, staff availability, and potential impact on supporting WPI’s primary academic mission.

On-Demand Digitization

Special requests for digitized material submitted via a “Digital Reproduction Request” are fulfilled with consideration given to copyright status, intended use of material, and preservation needs--in addition to all other relevant policies. Fees for these services are determined by ASC staff. Any vendor costs necessitated by an on-demand digitization request may be subject to pre-payment. Please email archives@wpi.edu for more information.

Formats

ASC staff can accommodate most common digitized file request formats, including:

• Images: TIFF, JPEG
• Documents: PDF
• Audio: WAV, MP3
• Video: MOV, MPEG4

Items intended for inclusion in our digital repositories will be maintained in a digital preservation format based on accepted industry standards.

Copyright Status of Materials

WPI Archives & Special Collections material disseminated via Digital WPI and other digital repositories are made available under Title 17 of the United States Code. Users are responsible for determining any intellectual property restrictions for further use. Most of the materials are either in the public domain or the copyright is maintained by WPI. In special instances, copyright holders have granted WPI special permission to make their work available. All material includes a rights statement indicating any known copyright data.

WPI Archives & Special Collections welcomes materials and funds that positively impact and support WPI’s teaching and research activities. ASC staff are able to accept materials that conform to our Collection Development Policy (see above) and have been approved in advance. Please email archives@wpi.edu to notify us of any materials you intend to send our way.

Tax Information

Upon request, the Archives will supply a Deed of Gift listing an overview of items donated, but we do not assign a monetary value to any materials. For information about tax treatment of your donation, please consult a qualified tax professional or the Internal Revenue Service. To find an appraiser, you may consult:

• Antiquarian Bookseller’s Association of America (https://www.abaa.org/)
• Southern New England Antiquarian Booksellers (http://www.sneab.com/)