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Documenting Student Life at Cal Poly Pomona

Student Life Preservation Tips

Tips for Preserving Your Student Organization's History

1. Document the activities of your group: keep minutes of meetings, save copies of publications and flyers.

2. Label your materials with full names, dates, and descriptions of events or circumstances.

3. Keep your records together in one central place.

4. Develop a straightforward filing system that works for you. There's no one best way to do this.

5. Store your records away from dampness, dust, excessive heat, and sun.

6. Avoid using paper clips and rubber bands. If you have documents that need to be kept together, use stainless steel staples or plastic clips.

7. Develop a routine of transferring inactive records to the University Archives at the end of the semester, year, or leader's term of office.

8. Consider the fate of your non-paper documents. Electronic records can pose software and hardware access problems. Save cds, memorabilia, photographs, posters, and tapes, as well as traditional paper documents.

9. Get to know the staff of Special Collections and University Archives:

Katie Richardson, Head of Special Collections and Archives, at (909) 869-3109 or

Alexis Adkins, Archivist for Special Collections and Archives, at (909) 869-8092 or