The Archives at the Center of Southwest Studies preserves the official records of Fort Lewis College, ensuring that the history, decisions, and achievements of the institution are documented for future generations. These records support administrative continuity, legal accountability, teaching and research, and a deeper understanding of the College’s evolving relationship with the communities it serves.
By contributing your department’s records, you help safeguard the legacy of Fort Lewis College and make it accessible to students, scholars, and the broader community.
Today’s records are tomorrow’s history.
Why Contribute Records?
College records are more than administrative documents. They are evidence of the institution’s mission, growth, and impact. Preserving these materials allows the Center to document campus history, support teaching and research, maintain an accurate record of decisions and policies, and preserve the diverse voices that shape Fort Lewis College.
Document institutional history
Capture the development of academic programs, campus initiatives, and student life.
Support teaching and research
Provide primary sources for student learning and scholarly inquiry.
Ensure accountability
Maintain an accurate record of decisions, policies, and institutional change.
Preserve diverse voices
Ensure that the experiences of students, faculty, staff, and community partners are represented in the historical record.
What Is a College Record?
A college record is any material, whether physical or digital, created or received by a Fort Lewis College office, department, or program in the course of conducting official business. Records may exist in many formats and do not need to be old to be historically significant.
Examples of college records include:
- Administrative files and annual reports
- Meeting minutes and agendas
- Strategic plans and policy documents
- Accreditation and assessment materials
- Course and program documentation
- Publications, newsletters, and brochures
- Photographs, audiovisual materials, and digital media
- Exhibition and event documentation
- Records of student organizations and campus initiatives
- Websites and social media content related to official activities
What Should Be Transferred?
Not all records need to be preserved permanently. The Archives seeks materials that have long-term administrative, legal, fiscal, or historical value.
Appropriate for transfer
- Final versions of reports, policies, and publications
- Records documenting major decisions or significant events
- Materials illustrating the development of programs or initiatives
- Documentation of campus life and community engagement
- Historically significant correspondence
- Records of defunct or reorganized offices and programs
Generally not collected
- Duplicate copies of materials
- Routine correspondence or scheduling emails
- Drafts with no substantive annotations
- Personal papers unrelated to College business
- Publications or materials readily available elsewhere
If you are unsure whether your materials are appropriate, Archives staff are happy to help.
When Should Records Be Transferred?
Records are typically transferred when they are no longer needed for active administrative use but still hold long-term value. Regular transfers help ensure that important records are not lost and remain accessible.
Common transfer points include:
- Leadership or staff transitions
- Completion of major projects or initiatives
- Departmental reorganizations
- Accreditation cycles
- Closure of programs or student organizations
How to Contribute Records
The process of transferring records to the Archives is straightforward, and staff are available to guide you through each step.
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Identify Records
Review your files and select materials with long-term value. When possible, retain the original organization of the records, as this provides important context.
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Organize Materials
- Keep records in their original order.
- Label folders clearly.
- For digital files, maintain existing folder structures and descriptive filenames.
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Contact the Archives
Reach out to Archives staff to discuss your materials and arrange a transfer.
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Complete a Transfer
Archives staff will assist with the necessary documentation and coordinate the physical or digital transfer of materials.
Sensitive and Restricted Materials
Some records contain confidential or sensitive information. These materials can still be preserved, but they may require access restrictions to protect privacy and comply with legal and ethical standards.
Examples of sensitive records include:
- Student educational records protected by FERPA
- Personnel or employment files
- Medical or counseling information
- Financial and legal documents
- Records containing culturally sensitive information, including materials related to Tribal Nations or NAGPRA
Please identify any sensitive materials during the transfer process so that appropriate access controls can be applied.
Digital Records
Many college records are now created and maintained digitally. The Archives accepts a wide range of digital formats and can provide guidance on secure and efficient methods for transfer.
Examples of digital records include:
- PDFs, Word documents, spreadsheets, and presentations
- Emails and digital correspondence
- Photographs and audiovisual files
- Databases and datasets
- Websites and social media content
How Your Records Are Used
Materials preserved in the Archives actively support the mission of Fort Lewis College. Contributed records are used in a variety of ways, including:
- Student research projects and classroom instruction
- Exhibitions and public programs
- Institutional anniversaries and commemorations
- Administrative planning and decision-making
- Community and Tribal partnerships
- Scholarly publications and media features
By contributing records, you help ensure that the stories of the College and its communities remain accessible for generations to come.
Frequently Asked Questions
Do I need to organize my records before transferring them?
Basic organization is helpful, but Archives staff will assist with arrangement and description. Maintaining original order is more important than extensive reorganization.
Can digital records be transferred?
Yes. The Archives accepts both physical and digital materials and can provide guidance on secure transfer methods.
Will my department still have access to the records?
Yes. Transferred records remain accessible to the originating department, subject to any necessary restrictions.
What if I’m unsure whether my materials should be preserved?
Please contact the Archives staff. We are happy to consult and help determine the appropriate course of action.