Mission
The University Archives was established in 1996 with a mandate from the founding president Prof. Chia-Wei Woo. Our mission is to collect, preserve, manage and make accessible University records of enduring value, including legally important documents and historically significant materials relating to the Hong Kong University of Science and Technology (HKUST) and its impact in the region.
Holdings and Collections
The University Archives currently holds over 1200 linear feet of archival holdings and collections, which represent a comprehensive range of records and materials that reflect the planning, decision-making and operations of HKUST. They include:
- Documentation related to the establishment, planning and construction of HKUST
- Governance, policy and planning records from the University Court, Council, Senate and offices of the Senior Management
- Records created by schools, departments, administrative offices, units and HKUST affiliated institutes, centers and facilities which capture the academic and research activities of HKUST
- Publications, audio-visual materials, memorabilia and other materials relating to important university events, ceremonies and campus activities
- Records and materials created by student, staff and alumni associations which reflect the contributions and experiences of the wider University community
Finding Aids
Archival records are arranged by the office of origin into record groups and thereunder into record series. Browse the finding aids for an overview of our archival holdings at the record group and series levels.
Digital Collections
A substantial portion of our archival holdings has been digitized. The Digital University Archives is the central digital repository providing online access and full-text search capabilities for our digitized archival records. The collections include internal administrative records, publications, newsletters, press releases, and public videos. Records with access restrictions are available to authorized staff, students, and alumni through user logins.
Explore our featured Digital Collections:
Access and Use
The University Archives provides access and reference services to staff, students and alumni of HKUST, as well as researchers and members of the public.
Records Access
Access to archival records is governed by the University Archives Access Policy.
- Public records and materials are accessible to all users.
- Closed University records, such as University administrative records, are accessible only to the originating offices during the closure period, which is a limited period determined by the levels and types of sensitivity. Access to closed records by other users requires permission from the originating office.
Request Materials
Archival records and materials are provided for consultation at the Reading Room of the University Archives and Special Collections. To request materials for use in our Reading Room, please submit your request and make an appointment with us via email to lbarsc@ust.hk.
Users must complete registration before accessing the requested materials.
Need Help Searching?
Get in touch with us. Our staff can provide guidance and assistance in finding and checking availability of archival records and materials within our holdings. If you are seeking specific materials, please supply details related to your research topic to facilitate our search.
Records Management Services
University records are vital information assets for ongoing university operations and serve as evidence of activities, transactions and decisions of the University. The University Archives offers guidance to University departments and offices in managing their records effectively.
Retention and Disposal
The Guidance on University Records Retention and Disposal helps staff identify different types of records and determine how long to keep them, and the recommended disposal action and process. Consult this guideline or office-specific schedules to plan and carry out regular disposal activities.
In ad hoc disposal scenarios where a staff member is leaving, your office is relocating or closing, or you discover unmanaged historical records, contact us before disposing of anything.
Transfer Historically Significant Records to the University Archives
Records considered to have potential archival value are identified in the Guidance on University Records Retention and Disposal. Before initiating a transfer, submit a list and summary of the records via email to archives@ust.hk for our review. An inspection may be requested to assess their suitability for transfer to the University Archives. Once assessed, we will guide you through the transfer procedures.
After records are transferred to the University Archives, we will oversee their management, preservation and access. Originating office can request temporary return of records for official use. Alternatively, our staff can retrieve specific document or information and send copies via email.