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HKUST Library Collections


[Chinese Year of the Ox]

University Archives

Frequently Asked Questions

What does the University Archives collect?
The largest body of materials in the University Archives are administrative files from different offices in the University. However the Archives also has copies of most University publications; HKUST theses and dissertations; photographs, sound recordings, and videotapes documenting the various events and activities relating to the University; newspaper clippings about HKUST, and its faculty, students, and staff; and records of some student and staff associations.
 
Is everything in the University Archives available for use?
No. Many of the administrative records in the University Archives are not currently available for public use, and access to them requires special permission from the office that created them. However, publications, press releases, statements of University policy, and most other widely circulated documents are available for use.
 
What kind of information can I find in the University Archives?
The University Archives contains information on broad range of subjects relating to HKUST, its history, and its impact on the region. For example, you could find out what other sites were considered as locations for the University, the original admissions and graduation requirements, past employment rates for HKUST graduates, who was the first president of the Student Union, and the location of the HKUST time capsule.
 
How do I find information in the University Archives?
You should probably begin by conducting a search of the Digital University Archives. If this does not turn up the information you are looking for, you can use the inventories to the Archival collections to locate publications or files that are likely to contain the information you are looking for. Finally, you can request assistance from the Archives' staff.
 
What kind of documents does the Digital University Archives include?
The Digital University Archives provides access to digitized University publications and administrative records. You will find academic calendar, newsletters, statistical information, awarded student projects, streaming video of distinguished lectures and more. For details, check this page: About The Digital University Archives.
 
Can I borrow items from the University Archives?
No. Since most of the materials in the University Archives are unique, and they are intended to be the permanent record of the University, they can only be used in the University Archives Reading Room. However, copies of some University publications are available in the Library's circulating, reference, and reserve collections; many publications and some unpublished records can be accessed online through the Digital University Archives; and the theses are available in the circulating collection and can be accessed online through the HKUST Electronic Thesis database.
 
How can I get photocopies of archival materials?
You can request photocopies of materials from the reading room attendant, or use the online photocopy request form.
 
If we send records from our department, what will happen if we need to use them again?
The University Archives will return records to the originating office, by the folder or by the box, for temporary use. If you only need a piece of information or a specific documents, we can look up the information for your and/or fax you a copy of the document.
 
If we send our department's records to the University Archives, who else will be able to see them?
Except for publications and other materials clearly intended for public circulation, administrative files are automatically closed to public use for 25 years. Records containing personal data are closed for 75 years. During this time, access to the files requires permission from the head of the originating office.
 
last modified 22 October 2012
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