Introduction
The University Archives was formally established in 2022. It is the official repository for Shue Yan’s records of permanent and historical values. The Archives collects inactive records that documenting the growth and development of Hong Kong Shue Yan University, former, Hong Kong Shue Yan College (1971–2006), and ongoing. The University Archives strives to document the full picture of Shue Yan’s histories, record students, employees, and alumni’s life through collecting and preserving both official and unofficial records, regardless of format. Final selection of material is at the discretion of the University Archives.
Policy and Procedure
The Draft University Archives Policy is under review by University Archives Subcommittee, and expected to be released in 2024/2025.
Shue Yan AtoM: Online Archives Catalogue
Shue Yan AtoM is the online catalogue of university archives, where you can find descriptions of the records and selected digitized items in our archival holdings.
The Shue Yan AtoM project kick-started in October 2022, aiming to create a single point of searching, viewing, and requesting archival items. As it is the initial stage of releasing the online catalogue to public facing, we welcome your comments of the experiences on using Shue Yan AtoM for our future improvement.
Cataloguing and digitalization our vast collections is an ongoing process, the archives staff will continually be working on the updates and making more items available. Please contact us if you would like to consult any collection or cannot find what you are looking for in the online catalogue.
Donate and Transfer Archival Materials
Donation and transfer are important sources of building a comprehensive archival collection to support and retain the historical heritage of Shue Yan. The University Archives reserves the right to accept or decline any donation and transfer based on the concurrent collection policy, or not resourced to acquire and manage.
For individuals or departments interested in giving materials to the University Archives, please fill in the consultation form (hyperlink or QR code below) before donating or transferring the records. If the University Archivist decides your records are appropriate to be kept in the Archives, you will receive guidance and details on the transfer method.
⚠️To facilitate the transferring and later cataloguing process, we strongly recommend you be prepared for the followings:
- Maintain the original filing arrangement. Do not rearrange any boxes or files.
- Clearly label all the boxes (and items if possible) with box number and department/personal name.
- Clearly label all the digital carriers (for digital records).
- Provide inventory lists or indexes of records especially for large quantity donations.
- Advise the level of access or restrictions of records.
⚠️Please note that the University Archives does not accept the followings in general:
- Active records that need to use in regular sequence or keep for legal obligations
- Material duplicates the current collection
- Personnel records
- Student files and student records
- Routine records and routine correspondence
- Reference files of research material
- Copies of materials held by another archival repository
- Materials of unclear provenance
- Plaques, awards, trophies (in most cases)
- Objects and works of fine art (in most cases)
- Extremely damaged and fragile items or materials present risk to health and safety
Access Archival Records
All archival records are not loanable outside the Library Building. You will need to make appointment by email and come into the Library during opening hours to access the records under supervision. Some records may be digitized and available to view online at Shue Yan AtoM. Therefore, it is suggested the users to:
- Search on Shue Yan AtoM for the archival holdings and finding aids. Note the title and reference number of the material you would like to consult.
- Email or talk to the University Archivist for your research topic or reference assistance if needed.
- Arrange an appointment to access the archives in person during Library opening hours.
Contact the University Archives
Email: uainfo@hksyu.edu
