Meem Library Archives Policy

Mission and Scope

The Meem Library Archives is devoted to preserving the institutional memory of St. John’s College-Santa Fe. The Archive collects materials that preserve the educational and social aspects of the college. It will make available, whenever possible, materials about the college to administration, faculty, students, and alumni. The Archive collects in the following areas:

  • College administrative records, including, but not limited to: correspondence, memoranda, minutes, financial records, curriculum, reports, published materials, photographs, blueprints, and other material generated or received by the administrative and academic offices of the college in the course of business.
  • College community material including student activities, alumni organizations, organizations of faculty and administration, and other college related groups.
  • Materials collected take many forms, including, but not limited to: student publications, administration publications, newspaper clippings, manuscripts, documents, photographs, manuals, audiotapes, videotapes, books, and realia.

Policy and Procedures

Patrons will be accompanied in the Archives during their visit.
No materials are to be taken from the Archives without the permission and knowledge of the Archives Librarian.
Filming and taking photographs are not permitted in the Archives.
No food or drink is allowed in the Archives.
Please contact the Archives Librarian with questions: 505-984-6043


The Archives Librarian will provide reference services in the Archives. Please contact the Archives Librarian with questions: 505-984-6043 or cdjolly(at)

Reference help for administration, faculty, students, and alumni will be provided within 48 hours of the request. Please provide as much information as possible in your request in order to expedite the search. Inquiries received by US Mail may not receive an answer within 48 hours. The Archives staff will try to fill a patrons requests as completely and accurately as possible but will inform the patron if their search was unsuccessful.

Some material in the Archives is confidential and access is limited. Audio-visual materials will be loaned to on-campus patrons only. Provision of photographs or copies of documents does not constitute permission to publish. Please contact the St. John’s College Public Relations Office for permissions.

Original photographs will be loaned to on-campus patrons for a two-week period. Photo requests by off-campus patrons will be filled with a photocopy of the requested photograph. On-campus and off-campus requests for documents will be filled with a photocopy of the requested document.

On-campus patrons are defined as current students, staff, and faculty at the St. John’s College-Santa Fe campus.

Photocopy requests over twenty (20) pages will be charged 5 cents per page.

Acquisition and Care

The Meem Library Archives acquires and organizes materials outlined in the Mission and Scope section of this policy. A finding aid is available for the collection. Materials are filed by subject and chronological classifications. The Archives seeks donations that fit with the Scope outlined in this policy. The Archives prefers to receive material from donors as a gift that can be used by future patrons. Off-campus donors should give careful thought before donating materials they might consider confidential. The donor is requested to sign a deed of gift at the time of donation.

The Archives staff will provide care and protection for materials using standard preservation and conservation methods. The Archives Librarian strives to keep materials safe and secure by providing appropriate storage methods and security.


The Archives retains materials that are unique and document the history of the College or demonstrate the work and purpose of a college office.

Because of restricted space in the Archives, only two copies of college and student publications and small memorabilia are retained.

The Archives reserves the right to determine the usefulness of materials offered to or received for the collection. Donors may indicate if they wish materials returned to them if they prove not useful to the collection. The Archives reserves the right to discard materials that are of poor quality.