Access Policy

The UA is open for to all members of the Ateneo de Manila University community (officials, faculty, staff and students), alumni, and other eligible researchers subject to the its rules and regulations on use.

Access for members of the Ateneo community is free. Other users must present valid identification documents and pay an access fee.

The UA reserves the right to deny access to records (and their reproduction) that are confidential nature and/or those that are not physically stable.

All materials are strictly for room use only. Use of requested materials is limited to the designated Research Area. The Archives Staff are the only authorized personnel that can retrieve and return the requested materials in the Storage Areas.

Proper handling of archival materials is required. Users are not allowed write on them, lean on, fold nor tear the pages. Users may bring laptops and they are required to observe procedures in reproduction (photo capture and scanning) of materials.

Due to our limited space, the designated Research Area is strictly for research/study use only and silence should be observed. Set mobile phones on vibrate or silent mode and go outside the Archives to make or answer calls. Smoking, drinking, and eating are also not allowed.

Collection Policy

To ensure that the history and activities of the University are documented and preserved, the UA seeks to collect records from the different units and members of the University, alumni and other affiliated bodies. These records include:

1. University Records – records, regardless of medium or format, that are historical, administrative and official in nature. These are the records that were created, received, or accumulated by the different University units and its officials in the conduct of their business. These records pertain to the activities, functions, policies, procedures, decisions, structure, organization, and history of the University. These also include students and personnel records.
Specifically, this category includes but not limited to:

• Correspondence, memoranda and notices
• Legal records
• Catalogs, handbooks and manuals
• Minutes of the meetings, agenda and background materials
• Organizational chart
• Histories
• Policy documents and mission statements
• Publications, reports, research and working papers, and bulletins (including faculty  and student publications)
• Speeches and remarks
• Project records
• Financial records
• Personnel records
• Student records (grade sheets, directories, yearbooks, theses and dissertations)
• Maps and architectural plans
• Photographs
• Audio and video recordings
• Artifacts, memorabilia and other related materials

2.  Personal Papers – records regardless of medium and format that documents the personal history, activities and accomplishments of an individual. Personal papers will include those from University officials, faculty, staff and alumni. The records are not restricted to those that were created/produced within the involvement of these individuals in the University.

Records Management

Procedures in Transferring Materials to the University Archives

This procedure applies to the University Units who regularly transfer records to the University Archives.

1. Contact the University Archives. Inform the University Archives by phone or email that the Unit intends to transfer materials for safekeeping. The Originating Unit should inform the Archives what is the coverage of the materials to be transferred.

2. Compile and arrange the materials. Similar files (documents of the same nature/subject/form) should be placed in folders with labels and should be placed in standard size file boxes (15″ x 12″ x 10″)

3. Conduct an inventory. An inventory list should be prepared for each box of records to be transferred. The list should include the following details: Name of the Originating Unit1, Box number2, Date of transfer (month and year)3, Folder number4, Title of folder5, and Date(s)6. For example:

Assigning a number to each folder is optional, as long as the sequence in the list corresponds to the actual arrangement of the folders. The Originating Unit should prepare two copies of the inventory list: one as a receiving copy and one as a box copy. The box copy of the list should be attached outside each box.

4. Transfer the materials to the University Archives. The Internal Transfer Form should be signed and submitted together with the receiving copy of the inventory list. The Originating Unit is also requested to send the inventory list via email.

FOR THESES AND DISSERTATIONS: Originating units are also required to submit a listing of the theses and dissertations together with the Internal Transfer Form upon transfer to the materials to the University Archives.