What are archives?
Archives are collections of documents of historical value that form a permanent record of the work of an organisation, community or individual. An archive collection can include both digital and physical records, which come in many formats such as letters, emails, minutes of meetings, newsletters, magazines, maps and plans, photographs, film and sound recordings, ephemera such as flyers, leaflets and posters, and sometimes they may contain objects, such as medals or items of clothing. Archives are unique and irreplaceable.
What are students’ union archives?
Students’ union records reflect the voice of students studying at Higher Education Institutions (HEIs) in the UK. They are important records that should be organised, managed and preserved, for organisational use and for research and engagement. This guidance is designed to give staff, sabbatical officers and other stakeholders at students’ unions some information, tips and contacts to help you better manage records and archives.
What are records?
Records are documents that record information about the activities of an organisation, community or individual. They may or may not have historical value, and they are managed by a set of best practice rules and legislation relating to how long certain types of information should be kept for. Records become archives if it is decided that they have historical value.
Who looks after archives?
Some organisations have an archivist who looks after their archives. An archivist is a professional role that focuses on caring for archive collections so that they are preserved in the long-term and are made accessible for research and engagement. Archivists are approachable and trustworthy information professionals who are happy to assist with advice and support relating to your archives. Many HEIs have an archivist, and many operate an archive service where people can access records for research, teaching and other reasons.
What records would you expect to find at a students’ union?
The Education Act, 1994 lists some of the processes that students’ unions should ensure are documented, and this can be used as a guide for some of the key records that are likely to exist in a students’ union. This includes records relating to the constitution of the organisation; records about electoral processes and outcomes; financial records such as annual reports, budgets and financial statements; applications from student societies for the allocation of resources; records of affiliations; and records recording complaints and the complaints process.
You would not expect all these records to be retained permanently in a students’ union archive. A records retention schedule should help students’ unions determine how long they should retain different types of records.
What sort of material would you expect to find in a students’ union archive?
Governance/decision-making archives:
- Constitutional records
- Operating agreements with HEIs
- Meeting and committee minutes
- Policy documents
- Annual reports and financial statements
- Election records
Culture and student voice archives:
- Student media, such as newspapers, magazines, film, radio, social media
- Posters and flyers
- Campaign materials
- Student society records
- Trophies, medals and branded clothing
Why are students’ union archives important?
- They demonstrate the value and impact of the students’ union, and associated student clubs and societies.
- They form a record of the student voice and how students have been part of decision making at an HEI, adding a perspective that is often missing from the corporate record.
- They are a vital source of historically valuable evidence and information about students and student life in the UK.
- They can reveal evidence of issues and trends that have concerned students over time, such as academic success, financial security, health, and social justice.
- They record the important role that students have played in activism and offer a local and regional perspective on broader societal, political and cultural issues, such as racism or LGBTQ+ rights, and on specific events such as the Cold War, the AIDS crisis, Brexit, and the climate emergency.