Archive Policies

These policies outline how the Maroa-Forsyth School Archives collects, documents, preserves, and provides access to materials relating to the schools and surrounding community.

The Archives provides a permanent repository for the care, study, and interpretation of its collections. Materials are managed according to sound archival practices and within the financial, staffing, and physical resources available.

What we preserve

Scope of the Collection

The collections include materials of many forms and subjects. Holdings include administrative records dating from the late 1800s, records from rural schools that later joined the district, private papers, school histories, maps, photographs, reference books, publications, audiovisual materials, and artifacts.

Building the collection

Collection Development

The Archives develops its holdings through transfers, donations, purchases, and short-term loans for reproduction. The archivist may actively seek materials connected to the Maroa-Forsyth School District, the communities of Maroa and Forsyth, and surrounding rural schools—especially materials at risk of loss, destruction, or damage.

Larger donations are normally documented with a Deed of Gift. Smaller donations may be documented through letters or email. Acquisitions are entered in the accession register after initial review and cataloging.

Read the donation information →

Responsible stewardship

Deaccessioning and Disposal

The Archives may decline, return, transfer, or dispose of material that does not fit the collection or can be more appropriately cared for elsewhere. This determination is normally made during accessioning or cataloging.

A duplicate or similar item is already held in better condition.
A similar item has stronger provenance or significance to the school.
The material does not relate to Maroa-Forsyth schools, the local communities, or surrounding rural areas.
The material was accepted in error or falls outside the collecting scope.

Making records discoverable

Collections Information

Accurate collection records and supporting documentation help users discover materials while allowing the Archives to track ownership, location, condition, and security. Cataloging work aims to make collection information available online and, when appropriate, to digitize portions of older collections.

Long-term preservation

Collection Care

Materials are stored, handled, displayed, and used in ways intended to minimize damage and deterioration. Paper collections are placed in appropriate folders and boxes; individual items receive protective housing when needed.

Storage areas are maintained to be clean, watertight, accessible, and pest-free. Although the Archives does not have full environmental controls, preservation-quality supplies and careful handling help extend the useful life of the collections. Conservation priorities are based on use, physical condition, historical significance, and available resources.

Using the collections

Collections Access

Students and school personnel

Students, faculty, and staff may use the Archives during the school day by arranging an appointment with the archivist or receiving permission from school administration. Materials may not be removed from the Archives room.

Alumni and outside researchers

Alumni, family members, community members, and other researchers should contact the Archives to arrange a visit. Appointments depend on school schedules, library use, and current visitor requirements. Researchers may be asked to help cover reproduction costs or provide a copy of a resulting publication.

Access must be balanced with preservation and security. The archivist may limit or refuse access when use could endanger an item or when legal, privacy, donor, or school restrictions apply.

Contact the Archives

Policy adapted from the original MF School Archives policy and updated for the redesigned website.

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