History of the Archives

[The following history was adapted from the PUA's "Policies and Procedures Handbook," written in 2007 by Alex Toth.]

Over a period of many years, various records and manuscripts were collected and stored in the Harvey W. Scott Memorial Library. The 1975 fire in Marsh Hall led to the transfer of many records and files. Archival material was housed in three separate areas within the Library: the Rare Books Room, the Pacificana section, and in an enclosed space on the second floor identified as the "Archives."

In October 1986, at President Duvall's request, a special "Archives Study Committee" was created to explore the need for a formal archival facility on campus. Members of this committee were Alex Toth (Reader Services Librarian, Pacific University Library), Karen Shield (Curator, Pacific University Museum), Joe Frazier History Professor, Pacific University) and Dick Matthews (Director, Washington County Museum). In its report to President Duvall in June 1987 the committee made four recommendations:

• 1. Responsibility for the maintenance and management of the University's archives should remain with the Director of Library Services and the archives should be physically located within the Library.

  2. Suitable space needs to be designated within the Library for the archives.

  3. A professional archivist should be hired on a contractual basis to design a comprehensive records management system for the University, organize the archives and write a manual of procedures for the operation of the archives.

  4. A part-time position (.5 FTE for the academic year) of "University Archivist" should be established to work with the archival consultant and provide for the ongoing maintenance of the archives.

Following the recommendations of the "Archives Study Committee," the Pacific University Archives officially began in 1989. The result of combining responsibility for the Pacific University Museum (in Old College Hall) with that of the Archives function, a new administrative position was created. The Archivist-Curator position was actually filled in September 1989 by Richard Read. A survey of possible sites within the Library began shortly thereafter and the current Archives space was chosen (former Computer Lab space). This area was occupied In December 1989.

In 1997 the position of Archivist-Curator was discontinued by the university. At that time the Archives was placed under the control of the Library, where it remains. The Special Collections librarian provides oversight for the Archives.

It should be acknowledged that a variety of important records are currently stored in other offices on campus. For example, the Registrar's Office has student records, the Alumni Relations Office has extensive files on various graduates as well as the Alumni Association, and the Development Office maintains files on donors. Without a formally established archive, every level within the organizational framework of the university had the responsibility for maintaining and preserving its own records. Eventually, as the records management program evolves, many of these records will be deposited In the Pacific University Archives.