Archives Policies PDF

Archives Policies & Rules

The George Fox/NWYM Archives preserves significant records documenting the history and activities of the University and its schools, departments, programs, and offices, as well as records documenting Northwest Yearly Meeting churches, governing bodies, boards, commissions, and outreach organizations. 

Below are general policies to help ensure that records of administrative, fiscal, legal, and historical/research value are preserved, maintained, and made available for research and administration.

Consult the University Archivist for additional guidance on records retention and disposition issues as they pertain to the Archives.

DonationsWoodmar Hall

Archives as Records Custodian

The records of the official activities of George Fox University and the Northwest Yearly Meeting and their offices and officers are the property of the University and Yearly Meeting and may be deposited in the George Fox/NWYM Archives, with the exception of certain individual student and personnel records.  The Archives reserves the right to dispose of unwanted material to its best advantage, unless prior arrangements have been made.  The Archives will consider accepting written family history documents as well as personal papers if they are related to George Fox University (or previous institutions such as Pacific College, George Fox College, Western Evangelical Seminary or George Fox Seminary) or Northwest Yearly Meetings of Friends Church (or Oregon Yearly Meeting of Friends Church).  The Archives will not consider accepting unassociated local inhabitant records, but will refer their donation to the Yamhill County Historical Society or the local Newberg Historical Society. 

Records Appraisal

The administrative units within the University and Yearly Meeting will determine when records cease to have current administrative value.  The Archivist will then determine which of these records have long-term value to the University and/or the Yearly Meeting and arrange for their transfer to George Fox/NWYM Archives. When necessary, the Archivist will consult the Archives Advisory Committee on records appraisal.

Please note that the Archivist cannot appraise materials for income tax purposes or assign monetary value. If the potential donor needs such an appraisal, it is their responsibility to obtain the appraisal at their own expense.

Restricted Records

The Archivist shall consult with the office of origin/donor to determine what restrictions (if any) are to be placed upon the use of records.  The Archivist may reject materials and records which are confidential by law or George Fox/NWYM policy.  The Archives Advisory Committee may add such further procedures as may be necessary or appropriate.

Guidelines for Archival Materials

To safeguard the unique and valuable archival and manuscript material, researchers are requested to observe the following rules:


Portable computers, typewriters, and photographic, video, and audio equipment may be used with the permission of the Archivist.


No material will circulate outside of the Archives with the exception of circulating material to University departments wanting records for administrative purposes or university promotion.  Persons requiring use of material they have transferred/donated to the Archives may also have material circulated to them provided that they have prior approval of the Archivist.


Material may be photocopied in accordance with the limits of the copyright act and the Archives' policies.  The Archives may set restrictions to protect fragile or damaged materials.

Restricted Materials:

The use of certain documents may be restricted by statute or by the office of origin/donor.  The researcher must assume full responsibility for fulfilling the terms connected with the use of the restricted material.  For the protection of its holdings, the Archives also reserves the right to restrict the use of materials which are not arranged or in the process of being arranged, materials of exceptional value, and fragile materials.


Permission from the Archives must be obtained before unpublished documents can be published.  In giving permission to copy, quote from, or publish, the Archives does not surrender its own right to publish such material or to grant permission to others to do so.  The researcher assumes full responsibility for the use of material and conformity to the laws of defamation, privacy, and copyright, and shall indemnify and hold harmless the University, the Yearly Meeting, and the Archives from claims arising as a result of use of the material so obtained.  If the donors have retained literary rights, the researcher must obtain their permission before publication. George Fox/NWYM Archives requests a complimentary copy of published materials that have utilized our collection.


If permission to publish is granted, location of the material must be indicated in the work.  Examples of footnote citation are available on request from the Archivist.

Handling Materials:

Materials must be handled with care. Do not:

  • mark on material or erase existing marks;
  • use fountain pens, felt-tipped pens, or similar writing instruments;
  • write notes on top of material;
  • make tracings or rubbings;
  • rest books or other objects on the surface of the items;
  • touch the surface of loose sheets or book pages if they can be handled by their edges;
  • apply paper clips, fasteners, tape, "Post it" notes or rubber bands.