These instructions provide guidance for the review of the University Archives Faculty-Alumni File Collection.
Collection Background: The University Archives Faculty-Alumni File is a collection of materials relating to and about individuals associated with the College of William and Mary. The collection includes both primary sources, such as correspondence, and secondary sources such as news clippings and transcriptions from published sources. An individual might be represented by one item or several folders.

These files do not include the official records of either students or employees because that information is confidential. Not all persons associated with the College since 1693 are represented in the Faculty-Alumni File, only those for whom materials have been donated or have been discovered and added by staff. Additional materials or information concerning persons may be available elsewhere in the Special Collections Research Center.

The Faculty-Alumni File Collection was created in conjunction with the Subject File Collection, and extensive cross-indexing was done. A card catalog located in the SCRC lists the names of folders available in the Faculty-Alumni File Collection. The card catalog was maintained and added to through January 2007. In 2007, the card catalog was digitized and each card is now available in PDF form. The cards can be searched at

Primary Objective: Identify Original, Primary Source Materials

Because this project was initially started in 2009, the University Archivist has decided that the main focus at this time should be complete visual scanning of folders for original, primary source material.
  1. Fill a records center carton with FA folders beginning where the previous individual working on this project left off. Be sure to insert an outcard in the drawer to mark where the folders were removed. Removing a group of folders from the FA file cabinets will allow you to work on the files anywhere in the SCRC.
  2. Note on the FA Review Project clipboard the range of files pulled for review.
  3. Review each folder looking for original, primary source documents including: correspondence, reports, photographs, artifacts or memorabilia (dance cards, stickers, buttons, etc.), posters, etc. Remove plastic paper clips found in the FA folders. There is no need to remove staples.
  4. When original documents have been identified within a folder, note in a spreadsheet what has been found within that specific file. Do not remove contents from folders. The purpose at this point is to visually scan folder contents and document any noted primary source material.
  5. When you have gone through a box full of folders, please let Steve know and share the spreadsheet with him. Between Steve & Kim, decisions will be made regarding any original, primary source materials found and the work to undertake those decisions will be assigned accordingly.
  6. Please continue to survey folders as identifying primary source materials is the priority with this project, which we'd like to see completed by the start of the summer at the latest.
  7. At the end of your shift, if you have not made your way through the entire contents of the box, the box can be stored in the workrooms on the second floor, if that is where you have been working. If you have been working on the ground floor, the box of folders should be left on the desk by the FA file cabinets.