University Archives Access Policy (revised)
The University Archives serves as the central repository for The Hong Kong University of Science and Technology (HKUST), dedicated to preserving the institutional memory and historical development of the University. Members of the public, researchers, and students may request for access to our collections to facilitate academic research and support public causes that align with the University’s mission.
Our Collections
The University Archives manages a diverse range of university records that document the University’s milestones, including:
- Public Records: Official publications, newsletters, annual reports, press releases, and audiovisual materials of public events.
- Administrative & Governance Records: Documents outlining the University’s policies, guidelines, and formal proceedings.
The University Archives also holds donated collections, such as manuscripts and historical materials donated by individuals that possess enduring value to the University or general community.
Accessing the Archival Collections
Public records that have been widely distributed and are clearly intended for public use are not subject to a Closure Period.
To ensure the protection of internal information and proper compliance with legal obligations and other duties, other archival records are subject to a Closure Period before they become available for public request.
- General Administrative Records: Records including policies and regulations, etc. Closure Period is 25 years.
- Restricted Records: Records involving internal deliberations or sensitive governance or administrative matters. Closure Period is 50 years.
- Records Containing Personal Information: To respect individual privacy, these records are generally closed for 80 years or for the lifetime of the subject.
Donated collections are subject to access restrictions placed by the donors.
How to Make a Request
Members of the public may request for access to archival records by submitting an application. Applications should be submitted to the University Archives and include:
- A clear statement of the purpose; and
- Your institutional affiliation, if applicable.
While the University strives to facilitate academic research, the University reserves its sole and absolute discretion in the consideration and approval of all access requests and may grant, deny, restrict, defer or withhold access to any records to safeguard institutional or third-party interests. The University holds the final right of decision regarding access requests, disclosure of archival records and associated arrangements.
Approved requesters may be required to sign an undertaking as a condition of access to ensure that the accessed records are used responsibly and in accordance with conditions as may be imposed by the University. For inquiries regarding specific collections, please contact the University Archives.
