Trinity Western University

University Records

Official and Unofficial Records

As there is no campus-wide records management system in place at the University, the Archives only acquires records transferred or donated by individuals and departments on an informal and voluntary basis. As a result, the comprehensiveness of holdings for various departments varies widely.

The majority of university documents are organized into groups of records called fonds; a fonds consists of  the records of a particular office or department, eg. the Office of the President fonds.

For a comprehensive list of fonds, or to search for specific terms or subjects, please return to the Archives homepage, and select "search the database."

The Archives currently maintains textual records from the following university departments, associations and affiliates:

*Note that personnel records are maintained by the Human Resources Department; student records are maintained by the Registrar's Office.

The Archives also manages several special collections.

Please note that while the mandate of the Archives includes making records accessible, the unique and irreplaceable nature of these materials necessitates some restrictions that are not generally imposed on other research materials.

Types of University Records with Archival Value

The following is a list of major types of university records of archival value. Use this list as a guide when appraising material for inclusion in the archives.

  1. Records of the governing body of the university, such as the Board of Governors, including minutes, correspondence, memoranda and reports.

  2. Records of the chief executive offices, such as the president and vice-presidents, including correspondence, subject files and reports.

  3. Records of the chief academic offices, such as deans, including correspondence, subject files, accreditation reports, or other such supporting documents.

  4. Records of the administrative offices, such as personnel, computing, finance, including correspondence, subject files, annual budgets, or audit reports.

  5. Records of all major standing or ad hoc academic and administrative committees, including correspondence, minutes, memoranda and reports.

  6. Records of academic departments, including correspondence, minutes, reports, syllabi and examinations.

  7. Records of enrolment services, including correspondence, timetables, class schedules, enrolment reports, graduation rosters and reports.

  8. Alumni records, including those of the alumni association.

  9. Records of faculty associations or staff representative committee.

  10. Records of student organizations and associations.

  11. Audiovisual materials related to the university, such as photographic materials, motion picture films, oral history interviews, and audio and video tapes.

  12. Security copies of microfilm or documents produced by any university vital records program.

  13. Architectural drawings, maps and plans showing the physical growth of the university.

  14. Artifacts relating to the history of the university.

  15. Publications, newsletters, newspapers, booklets, or pamphlets created or distributed by offices or departments of the university, including:

    • books
    • faculty and staff lists
    • calendars
    • campus and departmental newsletters
    • special bulletins
    • alumni magazines and newsletters
    • yearbooks
    • faculty publications
    • campus newspapers
    • ephemeral materials
    • campus directories and annual reports
    • telephone books