KSL News

Materials in the University Archives

Collection Summary


1826-2016 and ongoing 


14,817 linear feet, approximately 26,044,000 pages
and 4294 GB
(as of 7/2018) 


architectural drawings
films and videotapes
flyers, posters, brochures
newspapers, newsletters, and magazines
sound recordings
theses and dissertations


Case Institute of Technology, Western Reserve University, and Case Western Reserve University's
  • academic and administrative offices and departments
  • committees, task forces, governing boards
  • individuals and University-sponsored groups

The Archives has four kinds of sources:

Inactive University Records

In order to do their work, University offices create and receive email, memos, forms, reports, and other documents. When these records are no longer needed to do the work for which they were acquired, most are destroyed. Those few that have long-term value are transferred to the Archives.

University Publications

University departments communicate with students, alumni, friends, faculty, and staff using newspapers, magazines, brochures, flyers, posters, newsletters, and other publications. The Archives tries to acquire the full range of these publications, usually when they are issued.
  CWRU contracted with Archive-It web archiving service in 2015 to preserve the university's web site.

Personal Papers of Faculty, Students, Administrators, Trustees

People affiliated with the University, acting in a personal capacity, create documents which reflect their interactions with the University. The Archives acquires a small sample of personal papers representative of the experiences of people affiliated with the University.

Inactive Records of University Organizations

University subsidiaries and alumni, student, faculty, staff, and friends groups create the same kinds of records as University offices. When these records are no longer needed by their creators, the Archives accepts those that have long-term value.

The Archives has no records or publications of people or organizations not part of the University.

Topics Documented in the University Archives

Archival control organizes records by provenance, not by subject. Records of a single entitiy (department, committee, office) are maintained as a unit, separate from the records created by other entities. Thus, information on a given topic is dispersed among the records of all the entities that needed information related to that topic to do their jobs. What this means is that almost never is there a single source which brings together all the information available on a given topic.


Development and delivery of the curriculum and operation of academic units, for example:
  • Awards conferred by the University for teaching excellence
  • Ceremonies (e.g., Commencement convocation)
  • Curriculum development (planning, review, revision, termination or courses, programs, and degrees)
  • Courses (content, objectives, organization)
  • Programs (e.g., continuing education, study-abroad, independent study)
  • Requirements for degrees, dissertations, and theses
  • Scheduling (e.g., academic calendar, class schedules)

Facilities Management

Acquisition, maintenance, and disposal of physical plant, infrastructure, and equipment, for example:
  • Buildings and grounds (design, construction, renovation, demolition, use)
  • Disaster prevention and response (protection of people and facilities; includes natural and manmade disasters)
  • Land acquisition and disposal
  • Food services
  • Transportation systems (including parking, bus services, travel, shipping and receiving, pedestrian and vehicular traffic planning and management)
  • Utilities

Financial Management

Financial obligations, revenue, management of assets and liabilities, for example:
  • Accounting systems and procedures
  • Auditing (financial and procedural)
  • Banking
  • Budgeting
  • Debt management
  • Fundraising
  • Investments
  • Revenue (fees, gifts, grants, tuition)

Governance and Legal Affairs

Requirements of and compliance with external laws and regulations and internal governance via University policies and procedures, for example:
  • example
  • Accreditation and licensing
  • Codes of conduct (e.g., academic freedom, conflict of interest, plagiarism)
  • Founding/incorporating
  • Internal governance (including operation and authority of governing and representative bodies, elections, constitutions, and by-laws)
  • Law enforcement (e.g., crime prevention)
  • Legal affairs (e.g., claims and litigation, contracts, intellectual property rights)
  • Organizational and reporting relationships

Information and Communication

Provision of information and communication sources and services, including technology, content, and expertise, for example:
  • Computing and communications services and systems
  • Library services
  • Publications of the University (directories, calendars, magazines, newspapers)

Personnel Management

Recruiting, hiring, compensating, and evaluating faculty and staff, for example:
  • Affirmative Action programs
  • Employment (recruitment, compensation, discipline, evaluation)
  • Fringe benefits (contribution and participation)
  • Social and professional activities (University-sponsored)

Public Service and Public Relations

Community services and activities designed to promote a favorable relationship between the University and the public, for example:
  • Community relations/public relations
  • Government relations
  • Media relations
  • Public events (anniversary celebrations, awards conferred by the University for accomplishment or service, performances, tributes)
  • Social services (e.g., Shower the Shelters program, CWRU Habitat for Humanity)
  • Symbols (seals, songs, etc.)

Research Administration

Policies and procedures governing administrative aspects of scholarly investigation or inquiry, for example:
  • Research funding
  • Research policies and oversight
  • Commercialization of research/technology transfer

Student and Alumni Services

Students' relations with the University, including those related to academics, extracurricular activities, and relations with alumni, for example:
  • Admissions and enrollment
  • Advising
  • Alumni associations (including regional and those of individual schools)
  • Alumni events (e.g., reunions)
  • Alumni relations and services
  • Athletics 
  • Awards and honors conferred by University entities on students or alumni
  • Extracurricular activities and organizations
  • Financial aid
  • Grades and grading
  • Health services
  • Residential life 

Archives Home | CWRU's History | Collection & Services | Managing Records 

questions or comments? please contact archives@case.edu

Collections FAQ

Why isn't the book on the shelf?
Find out where a book is before you go to the shelf. Search the Case Catalog to see what it says like
- "Check Shelves" (look on the shelves, find it, & check it out);
- "Just Checked In" (ask staff for help, it's nearby, but too soon to be back on the shelves yet);
- "Off Campus" (out at an OhioLINK school);
- "Due mm/dd/yyyy" (it’s checked out until that date.) 
Tip: If it is not available, order an OhioLINK copy
Can I return books to a different Library?

Return Case or OhioLINK items to any Case library, yes. Case libraries have different hours, so your book might not get checked in on the day you return it if you use a bookdrop.

Return the CPL@Case-KSL books only to KSL, so the collection is here for you & others. Case libraries are not responsible for returning other local libraries’ books. Returning public library books here will not check them off of your account at those libraries.

What does "Check Shelves" mean?
"Check Shelves" means it is supposed to be on the shelf. If it isn’t there, double-check what the Case Catalog currently says to make sure that nobody else has checked it out or has kept it out too long.
How long does reshelving take?
The times are different, depending on what is being reshelved and what time of semester it is. KSL goal: to reshelve journals within 24 weekday hours, reshelve books within 48 hours. During peak times (end of semester) the time can be longer. Ask staff at the Main Service Desk for help.
How do I reserve a book?
Books are on the shelves for anyone who needs them, and are not reserved for individual use. If our book is checked out, order a copy from the OhioLINK.
Where are the UL Storage Stacks?
KSL has a university center half a mile from KSL, where lesser used or brittle books are kept, and the catalog search screen will display "UL Storage." You can visit the Center during daytime hours, or use an online request form to bring back the item to KSL. The center is now called RRCC (Retrospective Research Collections Center.)
Can I get a book or video on a specific date?
Yes, Case faculty, staff, & students can find out more details and use a convenient online request form for Book a Video or DVD  (KSL’s other collections are available only on a first-come basis for everyone, and cannot be booked ahead of time.)
What does a Book on Order mean? When will it get here?
When the catalog item displays “1 copy ordered for (library name)” the item is already in the library getting the final processing labels, etc., and will soon be on the shelf! Ask staff if there are other copies avaialable in OhioLINK in the meantime, or if you have an urgent need.
What is a PIN?
Your PIN is not assigned, you choose what it is and enter it on the Case Catalog at “View Your Library Record,” following the instructions. A Case Library PIN is a Personal Identification Number that protects your information, just like your bank ATM asks for a similar security PIN.
How do I get a library account & where can I look at it?
Case faculty, staff, and students automatically have online library accounts. You can look at it on the Case Catalog under “View your library record.” Use your library account to renew items on line and keep track of what you have checked out or ordered from OhioLINK or RRCC or Iron Mountain sites. Your Case ID is your library card!

View All FAQs

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