Collection Policy

Mandate

The University of Toronto Mississauga Library, Archives & Special Collections’ mandate is to acquire, preserve, arrange, describe and provide access to rare and unique materials that support curricula and research at the University of Toronto Mississauga, materials documenting the history of the University of Toronto Mississauga campus, and material documenting Mississauga’s communities.

To support the Archives & Special Collections’ mandate, the unit acquires: University related records, including faculty, community, and official records; and private records, pertaining to individuals, families, and organizations in areas that support curricula and research at the University of Toronto Mississauga.

University Related Records

University faculty records

Personal and professional records created, received, used, and maintained by faculty associated with the University of Toronto Mississauga. This can include, but is not limited to, records relating to teaching and research, and galley proofs from publications.

University community records

Personal and professional records created, received, used, and maintained by communities, groups, and peoples associated with the University of Toronto Mississauga. This can include but is not limited to records relating to the history of the University of Toronto Mississauga and material documenting Mississauga communities.

Official University Records

Official University Records are acquired, preserved and made accessible by the University of Toronto Archives and Records Management Services.  Visit the Records Management section of their website for more information.

Private Records

Private donations from individuals, families, and organizations are collected in the following areas:

  • Latin American & Caribbean Studies
  • Mississauga History
  • South Asian Civilizations

Donations in other areas will be collected as they relate to the research and curricula of the campus. Contact the Coordinator for more information.

Donations

Personal records, faculty records and the records of campus organizations will be accepted in accordance with the terms negotiated with the Coordinator and documented in a donor agreement. Materials donated to UTM Library, Archives & Special Collection become the property of the Library.

Donations will be considered for inclusion based on the following factors:

  • Relationship to existing holdings
  • Physical condition of the records
  • Resources required to make the material available to researchers
  • Terms of restriction, legal rights, and/or other requests from donors
  • Purchases
  • Purchasing of material will be considered when it proves impossible to acquire the material by other methods of donation

Deaccesions

De-accession is the removal of records from UTM Library, Archives & Special Collections.  All de-accessions are recommended by the Coordinator and approved by the Chief Librarian, UTM Library. Information about de-accessioned material will be kept by Archives & Special Collections. All reasonable attempts to contact the original donor will be made. Alternatively, another institution may be contacted to house the material. Records will be securely destroyed if neither of the above two methods are successful. De-accessioning of material may be conducted for the following reasons:

  • Records duplicate what is already in the Library’s holdings.
  • Records do not have a direct relation to the UTM Library, Archives & Special Collections Policy.
  • Materials are hazardous to the holdings.
  • Records are damaged either through natural decay or through accidental damage.
  • UTM Library can no longer care for the records in a way that preserves and ensures their long-term viability.

Contact

For more information contact us: utml.cds@utoronto.ca