AMERICAN LIBRARY ASSOCIATION LIBRARY INSTRUCTIONS FOR PREPARING MATERIALS FOR THE ALA ARCHIVES December 2011 These instructions are designed to assist the units of ALA in managing records and preparing materials for transfer to the ALA Archives, which have been located at the University of Illinois, Urbana-Champaign since 1973. A. Retention Period The retention period for particular groups of records will very not only from unit to unit, but also among types of record. Only records that are no longer of current or even occasional use should be transferred. Materials needed for current administrative, fiscal, operational, or legal reference should NOT be transferred to the Archives. Headquarters unit files: retention periods for HQ unit files are at the discretion of the unit staff. Files held by members: units whose members in the field transfer files among officers or committee chairs should designate a specific number of years (e.g., for three years) that files would be held. Such a retention period relieves the paperwork burden on members, and helps preserve important files. B. What to Preserve The following types of material should be preserved, except where such material has been separately published (If the published materials might be needed for comparison with related material in the archives and it is not more than a few pages in length -- i.e. reprints, clippings, but not whole volumes -- one copy should be kept.). 1. Files and other materials relating to the history, programs, activities and accomplishments of divisions, boards, round tables, ALA committees, or other subsidiary groups, should be included with that of the larger group of which it is a part. 2. Constitutions and By-laws. 3. Statement of function or duties of Boards, Committees, etc. 4. List of officers, members of Committees, Boards, etc. Reports. Minutes.
AMERICAN LIBRARY ASSOCIATION LIBRARY INSTRUCTIONS FOR PREPARING MATERIALS FOR THE ALA ARCHIVES December 2011 These instructions are designed to assist the units of ALA in managing records and preparing materials for transfer to the ALA Archives, which have been located at the University of Illinois, Urbana-Champaign since 1973. A. Retention Period The retention period for particular groups of records will very not only from unit to unit, but also among types of record. Only records that are no longer of current or even occasional use should be transferred. Materials needed for current administrative, fiscal, operational, or legal reference should NOT be transferred to the Archives. Headquarters unit files: retention periods for HQ unit files are at the discretion of the unit staff. Files held by members: units whose members in the field transfer files among officers or committee chairs should designate a specific number of years (e.g., for three years) that files would be held. Such a retention period relieves the paperwork burden on members, and helps preserve important files. B. What to Preserve The following types of material should be preserved, except where such material has been separately published (If the published materials might be needed for comparison with related material in the archives and it is not more than a few pages in length -- i.e. reprints, clippings, but not whole volumes -- one copy should be kept.). 1. Files and other materials relating to the history, programs, activities and accomplishments of divisions, boards, round tables, ALA committees, or other subsidiary groups, should be included with that of the larger group of which it is a part. 2. Constitutions and By-laws. 3. Statement of function or duties of Boards, Committees, etc. 4. List of officers, members of Committees, Boards, etc. Reports. Minutes.
Archives%20procedures%202011%20with%20NEW%20ADDRESS.docx