From Records to Archives
When a record is created and frequently used by its originating office, it is typically stored on-site in active files. Over time, as the record becomes less frequently consulted, it may transition to an inactive status. At this point, it is essential to appraise the record to determine its archival value and whether it should be preserved for the long term or managed in other ways. Offices and units are encouraged to consult the University Archivist for the appraisal and disposition of records.
Records deemed to have historical value will be classified as archives and should be transferred to the University Archives for further processing. Please note that many documents may be subject to a closure period based on their confidentiality level.
Types and Scope
The University Archives acquires materials in various media formats, regardless of their physical form or characteristics. This also includes digitized or born-digital files, as well as selected memorabilia and artifacts.
The main criteria for selecting materials include:
- The origins and foundations of HSUHK, encompassing initial activities and plans during the HSSC period, along with relevant background materials.
- Principal policies and operations of HSUHK, including administrative records related to university governance, policy development, strategic planning, and campus planning.
- Academic structures and affairs at HSUHK, such as organization charts, the development of academic programs, and documentation related to teaching and learning support.
- HSUHK’s interactions with stakeholders and the public, including funding, significant events, research projects, and student-related materials.
The University Archives will consider selections and deselections on a case-by-case basis, with The Hang Seng University of Hong Kong reserving the right to make the final decision on these matters.
Last update: 19 Aug 2025