STC Historical Legacy Archives

Archival Collection Scope

The STC Historical Legacy Archive collects and preserves items of historical value and institutional memory ranging from the college’s founding in 1993 to the present day. This includes materials such as, but not limited to, administrative records, publications, photographs, newspaper articles, artifacts, audiovisual materials, and born digital materials that reflect the administrative, academic, and cultural life of the college. Selected historically significant items may also be digitized for online access.

As space in the Archives is limited and preservation is a priority, the Associate Dean of Library Services reserves the right to decline any materials offered for addition to the archive collections in whole or in part. The collection will undergo routine maintenance and evaluation, and some items may be selected for removal over time to make room for new items.

As the Archives are in the early stages of development, archives staff are still in the process of identifying and cataloging items in the collection, which is a detailed and time-consuming process. As more of the work of processing and preserving the collections is completed, searchable information about the collections will be made available and kept updated on the library website.

To learn more about the Archives or to request a consultation, please contact Associate Dean of Library Services Elizabeth Hollenbeck at 956-872-3482 or ehollenb@southtexascollege.edu.

• Internal Transfers

  Materials for the archive may be acquired through transfer from internal college departments after consultation with the Associate Dean of Library Services. Upon agreement as to the specific items to be transferred to the Archives, the Cost Center Manager of the originating department or office must fill out the Fixed Assets Control Record (FACR) form in accordance with college procedures.

  Completing the FACR documentation process transfers ownership of the materials to the Archives, and all intellectual property and publication rights to South Texas College, at the time of the transfer. All transferred materials become part of the Archives for use in educational exhibits and for long-term preservation and storage.

  As space in the Archives is limited and preservation is a priority, the Associate Dean of Library Services reserves the right to remove any transferred materials in whole or in part at any time, following the appropriate college procedures.

• External Donations

  Note: As the Archives are in the early stages of development, donations from outside the college will not be accepted due to the temporary facilities location and staffing constraints. Donations of relevant items will be considered in the future pending the establishment of the Archives in its intended permanent location along with adequate equipment, environmental controls, and staffing to ensure successful long-term operations. At such time, the appropriate donation agreement form will be linked here.

  Donations from individuals including current or retired faculty, staff, alumni, or community members may be considered for addition to the Archives after consultation with the Associate Dean of Library Services.

  If items are accepted, donors must follow the donation agreement procedure and sign the appropriate donation forms transferring ownership rights of the specific materials to the Archives and transferring any intellectual property and publication rights to South Texas College.

  As space in the Archives is limited and preservation is a priority, the Associate Dean of Library Services reserves the right to remove any donated materials in whole or in part from the collections at any time. The Archives will take donor preferences for removed items into consideration but retain final authority as to the disposition of these items.

  Outside donors who wish to claim tax deductions for the value of their gifts must obtain an independent appraisal. Library staff will not make appraisals or estimate the value of donations/gifts.

• Materials Not Collected

  As space in the Archives is limited and preservation is a priority, some materials will not be accepted for transfer or donation, including:

  • Materials that are damaged, infested by insects or mold, or otherwise contaminated.
  • Materials in which the donor’s ownership is in question or disputed.
  • Collections or items that do not fit within the scope and mission of the Archives.
  • Photocopies of materials.
  • Items and/or materials that the Archives is unable to adequately support for preservation and access.
  • Documents or any other items that fall under the purview of the STC Records Retention Office.
  • Permanent loans from individuals or other institutions. The Archives will not assume liability for materials not owned by South Texas College.
• Research and Use

  Archival exhibits and displays are open to the public and free of charge; however, due to specific archival preservation and environmental control requirements, collections in the Archives are closed to visitors.

  As the Archives are in the early stages of development, archives staff are still in the process of identifying and cataloging items in the collection, which is a detailed and time-consuming process. As more of the work of processing and preserving the collections is completed, searchable information about the collections will be made available and kept updated on the library website.

  To learn more about the Archives or how the archival collection materials can support teaching and learning at STC, please contact the Associate Dean of Library Services to request a consultation appointment.

• Frequently Asked Questions

  I have something I think should be in the Archives, what should I do?

  Contact the Associate Dean of Library Services for a consultation appointment to discuss your items in detail and any next steps.

  Do you have pictures of my relative who graduated in 1997?

  At this time, the archival collections are still being processed, and no photos have been identified. However, as the archival processing work continues, information on the collection items will be updated on the library website.

  I want to bring my class to the Archives to do research. What are the hours?

  While the Archival exhibits and displays are open to the public and free of charge, due to specific archival preservation and environmental control requirements, collections in the Archives are closed to visitors. To learn more about the Archives or how the archival collection materials can support teaching and learning at STC, please contact the Associate Dean of Library Services to request a consultation appointment.

  Can I bring my items to the library and drop them off for review?

  No. If you think you may have items of interest to donate to the Archives, please contact the Associate Dean of Library Services to request a consultation.