AEC Archives

The Archives provides records and information management advice, assistance, training, and storage. It serves as an access point for inquiries into PSU campus history.

    About the AECA Archives

Location
University Services Building
617 SW Montgomery Street
Room 20 (basement, accessed
by going through the Stores opposite the elevator)
Portland, OR 97201

Hours
Monday-Friday 8am-5pm
or by appointment

Contact
Bhenry@pdx.edu
Phone: 503-725-5854

 

AECA's goal is to ensure that all records created by and for Portland State University’s Planning, Construction and Real Estate (PCRE) division remain accessible for as long as its stakeholders require. In the pursuit of this goal, the archives’ mission is to ensure transparency, authenticity, reliability, integrity, and usability of records. To achieve these, AECA strives for institution-wide recordkeeping practices that are effective and in compliance with legal requirements, university policy, administrative needs, and community expectations.

The archives captures and preserves information related to the PSU built environment beginning with the relocation to the Park Blocks in the early 1950s and up to the present day.

AECA holdings include public records of past planning, demolition, construction, and renovation projects on campus; architectural drawings of campus buildings; photographs of campus structures, projects, old South Park Block houses and businesses; public art installations; and more.


Services

AECA provides a variety of services to PSU staff and the general public. Our primary service to the public is to provide infor-mation regarding and access to public records related to construction, planning, development, and campus structures.
The archives provide a variety of services available to any member of FADM. These include assistance, consultations, information, and training in retention, storage, destruction, control, and preservation of physical and electronic records
and information.

Request for Public Records

For information related to PSU's physical campus, buildings, and infrastructure please contact our AEC Archivist. The Archives holds materials dating from Portland State’s relocation to the Park Blocks in the early 1950s up to the present day.

When submitting a request, please include as much of following information as possible:

  • Building name
  • Project name and type
  • Date(s)
  • Description of specific document(s)
  • Any other pertinent details or descriptions that may aid in finding the document

Requests involving potentially sensitive materials or those records containing publically exempt information (as described in ORS 192.501 to 192.505) will be referred to the Office of General Counsel's Public Records department.

Records Storage

PSU's Architecture, Construction, and Engineering Archives (AECA) provides storage for inactive, permanent and non-permanent records to Capital Projects and Construction and other FADM departments responsible for campus buildings, construction and maintenance. To store records with AECA please read the procedures below, download the submittal form, and submit it to the AECA Archivist.

All new record submissions sent to AECA will be provided the FileSubmit Records Form spreadsheet, which serves as both a receipt and a high-level descriptive overview of the records received. Depending on the type of project the form may be filled out by archives staff or the records' donor.

Sending Records to AECA 

Our how-to guide for submitting records to the Archives can be viewed PDF iconSubmitting Records PDF

Backing-Up Project E-mail

Learn how to save and download Gmail for project archiving with our PDF iconGoogle Archiving Procedure PDF

Project Filing

The current procedures for filing electronic records into the Archives can be viewed in our PDF iconProject Filing Guide for E-Records PDFPDF iconStandard Project Filing Plan PDF

Tools

We have provided you with tools and resources that will help with the labeling of your archival submitals.

Package iconAuto Labeler - Creates file folder labels using information copied from the Submittal Form.

Building Acronyms & Blocks list - A textual list of current and past campus building names, locations, block numbers, acronyms, and other information. 

Campus Map - Campus map with block numbers.

Is This A Record? - Guidelines for assisting in identifying when something is a record.

PSU Retention Schedule - OAR 166-475, the State retention schedule for Oregon Universities

Records Retention

The archives provides guidance in determining how long records must be kept, whether something qualifies as a record, as well as when when and how to dispose of old records. PSU follows the Oregon University System retention schedule. If you cannot determine where your record is on this schedule or if your department desires a more concise individualized schedule, then please contact us.

Destruction of Confidential Information

Staff and departments with records past their retention period that contain confidential information should contact Facilities Archives for proper destruction procedures. The most common records exempt from public disclosure include information such as Social Security numbers, home addresses, and other personal privacy information. Other less-common exempt records include: criminal investigations, personnel disciplinary actions, internal advisory communications, personal privacy information, confidential submissions, transferred records, and any other state or federal law exemptions. For a detailed description of exempt and confidential records consult the Oregon Attorney General's Public Records and Meetings Manual

Records possessing confidential elements must be destroyed by either shredding, pulping, or burning as per OAR 166-30-0060 (2).

Contact Bryce Henry, bhenry@pdx.edu or call 503-725-5854, for confidential destruction requests or questions.