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State Archives Collecting Policy


The State Archives at the SC Department of Archives and History (SCDAH) collects the permanently valuable state and local government records of South Carolina. These are in a variety of formats, including paper, microfilm (including security microfilm), electronic, digital and other formats. It will not be the practice of the State Archives to collect non-government records, though in some exceptional cases they may be accessioned if no other appropriate institution will accept them and/or they complement state archives holdings.

The state archives will actively collect state and local government records for their evidential and informational/historical significance for the following primary users:

1) Researchers seeking historical and genealogical information
2) Researchers from state and local government offices
3) Researchers seeking to document citizen and corporate rights

The focus of this policy is on 20th and 21st Century records. Most pre-1900 state and local government records will be evaluated on a case-by-case basis for their informational/historical and intrinsic value for permanent retention.

The following considerations will govern selection of 20th  and 21st Century state and local government records:

  • Microfilm copies will be preferred for retention, provided that the microfilm images are of good quality, that the film meets SCDAH quality requirements for longevity, and that the records do not have compelling intrinsic value warranting retention in original format.
  • Collection of archival digital/electronic records will be evaluated on case-by-case basis to determine the appropriate format(s) for preservation and access.
  • Collection of local government records is limited to those more than fifty years old, but more recent records may also be collected if they are in acceptable microform or in danger or suffering neglect.
  • Complete/whole records series and related indexes will always be sought for retention and/or sampling.

The State Archives has different concerns for state government records (which it must collect and store/reference) than for local government (for which local governments have primary responsibility, but which the State Archives may want to selectively collect or accept and store/reference), which will be addressed in appraising them for transfer and retention.

The following are the primary archival appraisal concerns to be addressed in selecting records for transfer and permanent retention at the State Archives:

State Government Records

A) Evidential Records

B) Informational/historical

Local Government

A) Informational/historical

B) Degree of danger from poor storage conditions/neglect and willingness of the local government to transfer to the State Archives.
 

In the event that the State Archives de-accessions state and local government records from its holdings, as no longer considered of permanent value, those records will be offered first to the office of origin before any other disposition of the records.

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Approved by the SC Archives and History Commission,
March 9, 2001;
Commission - approved revisions, October 6, 2006