Collection Policy Statement
Statement of Purpose
As defined by its Mission Statement, the Woodward Academy/GMA Archives
is charged primarily with the collection and maintenance of items which
reflect the history of the school, as well as records possessing permanent
administrative, legal, fiscal, and historical value. The purpose
of collecting such records is to provide documentation of the growth and
termination of the Georgia Military Academy, the evolution of Woodward
Academy, the activities of its student body and alumni, and the development
of its buildings and grounds.
Scope and Forms of Materials
The collection will cover the late nineteenth century origins of Georgia
Military Academy, through the twentieth century evolution of Woodward Academy.
The scope of the collection may be broadly construed to include the history
of the school, its non-current records, and topics which directly relate
to the school and help to elucidate the significance of its history.
The Archives acquires materials through donations, loans, deposits, and
departmental transfers. Materials will be accepted which add to the
depth of the collection according to the Mission Statement and the overall
goals of the Archives, as determined by the Archives Committee. Acquisitions
will be governed by the accessioning and appraisal policies.
Statement of Accessioning Policy
Donations to the collection are considered a gift and must be accompanied
by a signed "Deed of Gift," subject to the specified conditions. Woodward
Academy will not be responsible for appraising the monetary value of a
The collection development is implemented through the process of appraisal,
whereby the archivist judges the enduring value of selected records.
Reason dictates that not all records or materials can be kept, nor do all
records or artifacts merit permanent retention in the archives. The
following criteria have been established for determining the value of archival
materials for accessioning and deaccessioning purposes.
Documents, artifacts, records, or audio-visual materials must have:
- Current and future administrative, legal, or fiscal
uses, to chronicle
required financial functions or to document legal rights, duties, and obligations.
- Potential evidential or informational value, which illustrates
the work and functions of the school or will in the future reflect the history of school-related
persons, places, or event.
- Reasonably acceptable physical condition for purposes of
successful preservation and significant intrinsic value, which suggests inherent worth based on age, content, media, and circumstances of creation.
- Compatible relationship to other records in the collection
and the Mission Statement, as well as storage/preservation limitations.
Appraisal is an ongoing activity which reflects the evolving financial,
spatial, and philosophical needs of the Archives.
Statement of Deaccessioning
Subject to the terms of the acquisition agreement, the Archives and the
George C. Carlos Library may , at its discretion, deaccession gift materials
which may be determined in the future to have no permanent value or historical
interest, to be surplus to the needs of the Academy and its Archives Mission,
or which the Archives cannot adequately house. Deaccessioning may
involve outright destruction or transfer to a more appropriate depository.