Mandate

 

The mandate of the University of Toronto Mississauga (UTM) Library, Archives & Special Collections unit is to acquire, preserve, arrange, describe, and provide access to rare and unique material that supports curricula and research at the UTM. It works cooperatively with the University of Toronto Archives & Records Management Services (UTARMS) to preserve and provide access to material that documents the history of the UTM campus and community.

 

Collecting Scope

 

To support the Archives & Special Collections’ mandate, the unit acquirematerial in the following categories:

 

UTM community records

 

Personal records created, received, used, and maintained by individuals and groups associated with the UTM that document the history of the campus and its community. This can include but is not limited to records of individual alumni and staff, as well as students and other campus groups.

 

UTM faculty, librarians, and staff records

 

Personal records created, received, used, and maintained by faculty, librarians, and staff associated with the UTM. This can include, but is not limited to, records relating to teaching, research, and other professional and community activity.

 

UTM campus publications

 

Official and unofficial publications produced by administrative offices, academic departments, and other campus groups associated with the UTM.

 

Special collections

 

Private donations from individuals, families, and organizations are collected in the following areas:

 

    • Erindale History
    • Game Studies
    • Latin American & Caribbean Studies
    • South Asian Civilizations

 

Donations of rare and unique materials in other areas may be collected as they relate to teaching and research on campus. Contact the Coordinator for more information.

 

Donations

 

Donations will be considered for inclusion based on the following factors:

 

  • Relationship to mandate and collecting scope, current priorities, and existing holdings
  • Archival value criteria including provenance, uniqueness, authenticity, and evidential, informational, and documentation value
  • Teaching and research potential
  • Physical condition of the records
  • Terms of restriction, legal rights, and/or other requests from donors
  • Resources required to make the material available to researchers

 

Donations will be accepted in accordance with the terms negotiated with the Coordinator and documented in a donor agreementSee the Donations page for more details about donating to UTM Library, Archives & Special Collections.

 

Deaccessions

 

Deaccession is the removal of records from UTM Library, Archives & Special Collections.  All deaccessions are recommended by the Coordinator and approved by the Chief Librarian, UTM Library. Information about deaccessioned material will be kept by Archives & Special Collections. All reasonable attempts to contact the original donor will be made. Alternatively, another institution may be contacted to house the material. Records will be securely destroyed if neither of the above two methods are successful. Deaccessioning of material may be conducted for the following reasons:

 

  • Records duplicate what is already in the Library’s holdings
  • Records are outside of the UTM Library, Archives & Special Collections mandate and scope
  • Materials are hazardous to the holdings
  • Records are damaged either through natural decay or through accidental damage
  • UTM Library can no longer care for the records in a way that preserves and ensures their long-term viability