Overview
Location: Providence Basement, 6A
Fall & Spring Semester Hours: Mon-Thur 9-4
Fri 1-4
Summer & Holidays Hours: Call ext. 2338
Contact Information: Antoinette Garza garza@lake.ollusa.edu
(210) 434-6711 ext. 2338
Mission Statement:
The mission of Our Lady of the Lake University Archives is
To collect, appraise, preserve records of historical, legal, fiscal, and/or
administrative value to Our Lady of the Lake University;
To provide information services that will assist the operation of Our Lady of
the Lake University;
To serve as a resource and laboratory to stimulate and nourish creative teaching
and learning; and
To serve research and scholarship by making available and encouraging the
use of its collections by members of Our Lady of the Lake University and the
community at large.
Records Policy:
Records shall be defined as all documents, regardless of form, produced or
received by any agency, officer, or employee of Our Lady of the Lake University
in the conduct of its business. Documents include all forms of recorded information,
such as: correspondence, computer data, files, financial statements, manuscripts,
moving images, publications, photographs, sound recordings, drawings, or other
material bearing upon the activities and functions of the university, its officers,
and employees.
Records produced or received by any agency or employee of Our Lady of the
Lake University in the transaction of university business becomes university
property and subject to university policy for retention/disposal, access, and
publication. Records produced or received by faculty in administrative and university
committee service capacities are university records and subject to policy.
No university records shall be discarded, destroyed or transferred from the
custody of the university except upon the prior written approval of the University
Archivist, pursuant to a finding and recommendation by the administrative unit
involved that such records have no further administrative value. The archivist
shall withhold the approval of any such action until satisfied that the records
involved have no value for other administrative offices and that they need not
be retained for legal or accounting reasons, as determined by appropriate officers.
Where appropriate, the archivist may arrange for the transfer of records to
the University Archives as an alternative to destruction.
Our Lady of the Lake University Archives, under the direction of an archivist,
is the depository for records having research or historical value and includes
records transferred to its custody. Our Lady of the Lake University Archives
also includes professional and personal manuscripts of members of the academic
and administrative staffs and records of faculty and student organizations that
may be given to the university for preservation and use.
Regulations Governing Use of the Archives:
REGISTRATION: Users must fill out and sign a registration form.
ACCESS TO MATERIAL: Permission to use records normally will be granted to any
researcher upon completion of this form; however, the use of certain records
is restricted by statute, by the office of origin or by donors. For the protection
of its collections the Archives also reserves the right to restrict the use
of records which are unprocessed, records of exceptional value and fragile records.
CIRCULATION OF MATERIAL: All materials must be used at a work station in the
Archives office. No records may be taken from the Archives without written charge
out permission of a member of the Archives staff. The Archives stacks are closed
to researchers unless accompanied by an Archives staff member.
RULES FOR USE OF THE MATERIAL:
1. Books, briefcases, packages, coats and hats must be deposited near the entrance
of the Archives before the researcher begins work.
2. Food or beverages are not allowed in the department; smoking is prohibited.
3. The use of any kind of pen is prohibited. Pencils alone should be used.
4. All materials must be handled with great care. Researchers must not lean
on materials or trace, write on or fold records or handle them in any way likely
to damage them.
5. Researchers will maintain the documents in the order they are received.
PHOTO DUPLICATION SERVICES: The Archives will consider requests for the photo
duplication of printed material when such duplication can be done without injury
to the material, and does not violate copyright restrictions. Photocopies are
made available solely for the private study, scholarship or research use of
the applicant, who agrees not to transfer copies to others, further reproduce
them or to publish any part of them without written permission of the University
Archives. The cost of reproduction is 10 cents per page.
PHOTOGRAPHS: Photographs may not be borrowed at any time. However, Archives
staff will provide a duplicate or disk copy upon request.
PERMISSION TO PUBLISH: Permission to examine materials is not an authorization
to publish them. Separate written application for permission to publish must
be made to the University Archives. OLLU University does not assume any responsibility
for infringement of copyrights held by others.
RECOMMENDED CITATION: For citations in published or unpublished papers, this
repository should be cited as "Our Lady of the Lake University Archives,
San Antonio, Texas."
FAQ’s:
Q: Where are you located?
A: The Archives is located in the basement of Providence Hall.
Q: Do you have personnel files?
A: Yes, we do store personnel files. However, the use of these files is restricted
to administrative offices.
Q: Do I need to make an appointment to do research in the Archives?
A: You do not need to make an appointment. However, to better fulfill your needs,
a call in advance will expedite service.
Q: If I check something out, how long can I keep the material?
A: One week, which can be extended if necessary.
Collections
Collections Summary:
The University Archives holds the administrative records of Our Lady of the
Lake University since its founding in 1895 as the Academy of Our Lady of the
Lake. Photographs, slides, architectural drawings of campus buildings, plus
faculty and student scholarship documents are included.
University Archives: What is it?
The University Archives is a department within the OLLU Library system. The
primary mission of the University Archives is to collect, organize, make accessible
and preserve records documenting Our Lady of the Lake University's origins and development
an d the activities and achievements of its officers, faculty, students, alumni
and benefactors. The University Archives is the largest and most comprehensive
source of information on the history and development of OLLU.
University Archives: Who can use it?
A major goal of the University Archives is to make available and encourage
the use of its collections for teaching and research. Consequently, most records
in the Archives are open and available for use by faculty, students, alumni
and the general public. However, in order to protect the records and to ensure
their long-term preservation and accessibility, materials in the Archives do
not circulate. University records must be used in the Archives office in accordance
with the regulations of the Department.
University Archives: What does it contain?
VOLUME AND TIME SPAN: The University Archives houses approximately 800 linear
feet of records covering the period from the creation of the Academy in 1895
to the present.
CREATORS OF RECORDS: Records in the Archives originate from three basic sources:
1) OLLU administrative units and academic departments
2) OLLU-affiliated organizations, such as faculty bodies, student organizations,
alumni groups and OLLU support organizations
3) OLLU faculty and alumni with a distinguished record in research and teaching.
TYPES OF RECORDS: The majority of records in the Archives consist of unpublished,
paper records, such as correspondence files, minutes of meetings, reports, financial
records, architectural records and clippings files. The Archives also maintains
a large series of publications produced by OLLU administrative units and departments
and by student, faculty and alumni organizations. In addition to the paper-based,
"textual records," the University Archives houses a large quantity
of "non-textual records," such as photographic prints and video and
audio tapes.
PROMINENT RECORD SERIES:
Administrative Records:
Records from Administrative Units and Schools and Departments: Records of Board
of Trustees, President's Office, Vice-Presidents' Offices, Provost’s Office,
Alumni Office, Faculty Assembly, Councils and Committees.
Personal Papers:
Gibson, Guadalupe (Social Work) 1917-2000
Verastique, Bernardino (Religious Studies) 1990-2000
Weniger, Delbert (Biology) 1960-1990
Woods, Sr. Frances Jerome (Sociology) 1922-1992
Newspapers & Publications: *
Happenings (1970-1973)
Lake Alumni (1977-1994)
Lake Currents (1979-2004)
Lake Links (1985-1987)
Lake Views (1980-1992)
OLL Report (1972-1974)
OLL Quarterly (1966F-1967W)
What’s Going on at OLLC (1954-1955)
*Some publications may be missing.
Student Newspapers & Publications: *
Encounter, The (1976-1979)
Lake Front (1991-2004)
Lakeside Times, The (1978-1979)
Legend, The (1976-1978)
Palms, The (1927-1956)
Phoenix, The (1939-1982)
SAM (Student Association Messenger) (1980-1981)
Thing Itself, The (1965-2004)
Yearbook (1914-1932; 1990-1991)
*Some publications may be missing.
Scrapbooks/Memorabilia:
OLL High School
• The Academy Review
1906-1914
• Tri-M (Modern Music Masters)
1955-56, 1958-66
OLLU
• Kappa Pi Sigma
1946-49, 1960-1970, 1945-1970 (Silver Anniversary)
• Clipping Newspaper Files
1970-1992
St. Martin Hall
• TBBC (Texas Bluebonnet Club)
1930-1943
• SMH Scrapbooks
,1969-73, 1976-77, 1978-79, 1980-81, 1987-88, 1991-92, Golden Jubilee (1980)
OLLU Records Management: Record Retention and Destruction
The following chart is a listing of OLLU file types and schedule of maintenance
and transfer to Archives.
Click Here for chart
Selection for transferring University materials to the Archives
1. Records which would normally be presumed to have enduring administrative
and/or historical significance include:
a. Records reflecting the special functions and responsibilities of the originating
office;
b. Records which document the policies administered by the office;
c. Records which establish precedents or agreements binding on the University;
d. Records which document change and development in key personnel, programs,
projects, plans, purpose, and philosophy;
e. Official publications of the office.
2. Records which would normally be presumed not to have enduring administrative
and/or historical significance include:
a. Papers and publications originating outside the University;
b. Duplicated records, papers, or notices originating from another University
office;
c. Routine or courtesy correspondence (letters of transmittal, acknowledgements,
requests for routine information or services, reservations and itineraries,
routine interoffice forms, etc.);
d. Material unrelated to the function or responsibility of the office;
e. Records which may not legally be held for more than a specified period of
time (e.g., certain records governed by the Family Educational Rights and Privacy
Act).
3. For most offices, a general agreement should be negotiated with the archivist
on which records should be weeded and discarded and which should be transferred
to the Archives. The archivist should be specifically consulted, however, on
any records not clearly covered by the general agreement before these are discarded.
4. Personal papers of trustees, faculty, and administrators which document the
professional achievements of these individuals and of the University may also
be donated to the Archives. Donors may place reasonable restrictions on the
use of these papers, provided that these restrictions are negotiated at the
time of transfer to the Archives.
5. Material sent to the Archives should be in a folder and/or box and labeled.
To transmit materials to Archives, please print and fill form below.
Click Here for form
Chronology of OLLU History
Click Here for OLLU Chronlogy
University histories and resources
Books about OLLU:
Sr. Mary Generosa Callahan
- The History of the Sisters of Divine Providence, 1955
- Mother Angelique Ayres, 1981
Sr. Virginia Clare Duncan
- An Analysis of the Evolution of the purpose of Our Lady of the Lake
College (dissertation), 1967
Sr. Angelica Murphy
- Mother Florence; A Biographical History, 1980
OLLU commencement speakers: Under construction.
University resources:
Records and Minutes:*
- Academic Affairs Committee
- Academic Affairs Committee of Board of Trustees
- Board of Trustees
- Curriculum Council
- Enrollment Management Committee
- Faculty Assembly Meetings
- Faculty Welfare
- Graduate Council
- President’s Council
- Provost Council
- Research and Development Council
- Student Life Committee
*Not all may be included.
Lists:
*Not all may be listed.
Photographs: *
*Not all may be included.
Slides:
College/University
High School
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