MISSION
STATEMENT
The Kumeyaay Community College Archives is dedicated to preserving
the cultural knowledge of our ancestors and the knowledge of our current
Elders. Support of our Elders as they instruct our communities in
the “Way of ’Iipay/Tiipay” is primary. The Kumeyaay
Community College Archives is the primary repository of documents,
books, diaries, field notes, and other culturally significant items
for the Kumeyaay/Diegueño Nation. Some collections may hold
documents and material pertaining to other Native American people.
In conjunction with the staff and instructors of the Kumeyaay Community
College, the Kumeyaay Community College Archives will provide support
in research, education, publishing, and linguistic preservation in
order to expand the understanding of traditional cultural knowledge.
The Kumeyaay Community College will continue to acquire, catalogue,
and preserve individual collections of cultural importance to the
Kumeyaay/Diegueño Peoples as they become available.
POLICY
GOVERNANCE
The Kumeyaay Community College and the Kumeyaay Community College
Board of Trustees has been formed under the authority of Tribal law
of the Sycuan Band of the Kumeyaay Nation. The Board of Trustees are
representatives of reservations of the Kumeyaay/Diegueño Nation.
They reflect the culture and mores of the Kumeyaay People and as such
the Kumeyaay Community College Board of Trustees will have sole discretionary
control over the policy and procedures of the Kumeyaay Community College
Archives.
OWNERSHIP
All items, volumes, and Collections in the Kumeyaay Community College
Archives are owned by the Kumeyaay Community College. The Kumeyaay
Community College Archives will be maintained and preserved for the
Kumeyaay/Diegueño Peoples. The Kumeyaay Community College Archive
Contents will never be sold, traded, assigned or destroyed.
PROCEDURES
DEFINITION
OF TERMS
-
Accession: (1) The act and procedures involved in a transfer of
legal title and the taking of records or papers and other items
and/or materials into the physical custody of the Kumeyaay Community
College Archives (“Archives”); (2) The materials involved
in such a transfer of custody.
- Archives: (1) the non-current records
of a People, government, organization or institution preserved because
of their continuing value; also referred to as archival materials
or archival holdings; (2) The entity responsible for selecting,
preserving, and making available archival materials, (3) Archival
materials may also include other materials that contribute to its
purpose such as materials from individuals, non-tribal agencies,
such as the Bureau of Indian Affairs and Public Health Services;
non-government organizations such as, veterans groups, church groups,
or civic groups and materials stored in other archives such as,
State archives, National archives, University archives, and local
history groups; (4) The building or part of a building where such
materials are located; also referred to as an archival repository.
- Arrangement: The process and results of organizing
archives, records, and manuscripts in accordance with generally
accepted archival practices. The process may involve packing, labeling,
and shelving of archives, records, and manuscripts, and is intended
to achieve physical or administrative control and basic identification
of the holdings.
- Collection: (1) An accumulation of manuscripts or documents (including
but not limited to: books, diaries, field notes and other culturally
significant items) devoted to a single theme, People, person, event,
or type of record; (2) A body of manuscripts or papers, including
associated printed or near-print materials that have a common source;
(3) In singular or plural form, the total holdings (accessions and
deposits) of a repository.
- Cataloging: The process of making entries for a catalog; additionally
it may cover all the processes involved in preparing books for the
shelves, or simply the preparation of entries for the catalog.
- Classification: (1) The arrangement of things in logical order
according to their degrees of likeness; (2) The pre-designated filing
system for a record series; (3) The act of identifying documents
or records in accordance with a pre-designed filing system.
- Description: The process of establishing intellectual control
over holdings (Contents) through preparation of finding aids (i.e.
catalogs, inventories, registers, checklists, calendars, special
lists, indexes, etc.)
- Manuscripts: Documents of manuscript character (i.e. a handwritten
or typed document, including a letterpress or carbon copy. A mechanically
produced form completed in handwriting or typescript is also considered
a manuscript), usually having historical or literary value or significance.
- Qualified Researcher: Any Graduate or Post Graduate student researching
for an approved thesis; any other professional on a defined project;
authors obtaining background for a book.
- Researcher: Refers to a qualified Researcher or Tribal Member.
- Tribal Member: A registered member
of a federally or State recognized Indian tribe. If a Tribal Member
is not a registered or enrolled member, then the member must produce
a letter from a Tribal Council.
PROCEDURE FOR OBTAINING MATERIALS
1) Each Researcher must submit a “Researcher
Application” form for every research project in
order to establish his/her identity, and to assist the Archives staff
in locating potentially useful sources. (Data from this form will
be kept confidential, but the applicant authorizes the Kumeyaay Community
College to use the data for statistical and research topic summaries).
2)
Sign the guest register.
3)
Only one tray or volume of requested material will be issued at a
time. Photographs are normally made available one folder at a time.
4)
The Researcher is responsible for returning all materials to a staff
member; no materials may leave the Archives, nor may they be transferred
to another Researcher. Authorized Kumeyaay Community College personnel
wishing to borrow materials will need to fill out a Loan form and
get permission from the Board of Trustees. The Archive staff reserves
the right to restrict the use of unprocessed collections, materials
of exceptional value or items in fragile condition.
5)
As a security measure, the Archives reserves the right to inspect
all articles used at the reading tables. While in the reading area,
please store coats and personal belongings (briefcases, knapsacks,
purses, etc.) in the area provided for this purpose.
CARE
OF MATERIAL
1) All materials must be handled with care. Do not bend or fold materials.
Marks may neither be added nor erased; tracing and rubbing are prohibited.
Loose sheets and volume pages should be handled by their edges. Please
do not touch the surface of photographic prints. Cotton gloves (supplied
by Archives) must be worn in certain circumstances.
2)
Remove only one folder from a tray at a time. Do not remove material
from folders. Maintaining the exact order of material in a folder
within a tray is extremely important. If a mistake in arrangement
is discovered, please call it to the attention of the staff person;
do not re-arrange material yourself.
3)
Due to the potential harmful residue from ink, only pencils may be
used for taking notes in the Archives. In addition to archival materials,
pencils and papers will be provided for an approved researcher.
4)
Digital, and electronic equipment, including but not limited to camera
phones, are prohibited in the Archives.
5)
Smoking, eating and drinking are prohibited in the Archives.
DUPLICATION,
CITATION, AND PUBLICATION
1) The Kumeyaay Community College owns the copyright on all images
and collections based in the Kumeyaay Community College Archives.
Please contact the Archivist for additional information about reproduction,
duplication, publication, or citation of archival materials.
2)
Duplication information is provided in the “Request for Photographic
Services” forms, available from Archive staff.
3)
The Archives staff will consider requests for photocopying unless
it will cause damage to the original or violates copyright law.
4)
Staff will perform all copying for the going rate per image. Photocopies
are only for the private study of the Researcher, who agrees not to
transfer copies to other repositories or further reproduce them or
to publish any part of them without the written permission of the
Archivist. Please do not alter the order of the collection or remove
items. To identify what materials you wish to have copied, use acid-free
paper slips, available from a staff member. Write on a slip if part
or all of a collection is to be copied. A postage and duplication
charge will be applied to mail requests.
5)
Citation information is provided in the “Examples of Citation”
sheet available from Archive staff.
6)
In the event that this research becomes a source for publication,
the Kumeyaay Community College Archives requests a copy of the publication.
If a copy is unavailable, please send us a bibliographical note.
7)
Materials obtained from the Kumeyaay Community College Archives must
receive credit in print or publication as “Courtesy of the Kumeyaay
Community College Archives.”
8)
Duplication of photographic prints and other materials may be available
upon request. Researchers will be charged duplication expenses.
ARCHIVE
ACCESS AND RESTRICTION OF USE
1) While every effort will be made for Tribal Members and Qualified
Researchers to have access to the Kumeyaay Community College Archives
collections for their study(s), certain sensitive items may remain
fully restricted at the sole discretion of the Kumeyaay Community
College Board of Trustees, or the donor.
2)
All access to the Kumeyaay Community College Archives collections
will be by application. All applications for access must be approved
by the Kumeyaay Community College Board of Trustees. Approved applications
will be forwarded to the Archivist.
3)
All Researchers are duly bound to the guidelines set forth in the
Kumeyaay Community College Policy and Procedures for Archives for
use of archive materials. Signature on the Research Application form
identifies consent to comply with archive policies and restrictions.
4)
For the protection of its collections, the Kumeyaay Community College
Archives also reserves the right to restrict access to records which
are not arranged, are being processed, or are exceptionally valuable
or fragile. In some cases copies may be substituted for originals.
Responsibility for infringing upon copyright rests with the Researcher
and not the Kumeyaay Community College Archives.
ARCHIVE
(COLLECTION) LOANS
Loans of specific item(s) in a Collection may be made to an Academic
Institution, Museum, or Cultural Center. Loans will only be considered
for a defined purpose within the scope of the Mission Statement and
for a period not to exceed 90 days. All loans will be by application
on the Kumeyaay Community College Archive “Loans” form
and must be approved by the Kumeyaay Community College Board of Trustees.
DONATIONS
AND GIFTS
Anyone interested in donating to the Kumeyaay Community College Archives
should contact the Archivist for further information on the Kumeyaay
Community College Archive’s “Accession Policy.”
KCC
Archives Research Request Form
For
more information about the Kumeyaay Community College Archives, please
contact:
