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NOCALL
Officers & Committees
Archives Committee -
Guidelines for NOCALL Archives
PURPOSE
The purpose of
the archives is to provide for the retention of materials of
historical and/or vital interest according to the criteria
set forth herein.
DESCRIPTION
The archives
should contain only materials of general historical
importance. This includes records which document the life
span of NOCALL, its organization and development, its
functions, and its activities.
The archives
should include, therefore: non-current relevant
correspondence, correspondence of Chapter officers; items
concerning policy or of a controversial nature; all
publications, including every issue of the newsletter; all
reports and all minutes; closed account books; all chapter
awards with accompanying documentation; all compiled rosters
of officers and members; bylaws; photographs; and procedures
manuals.
Correspondence,
for archival purposes, shall not include items of transitory
interest such as thank you notes, arrangements for
non-institute business meetings, etc. Drafts of memos,
working papers and revisions need not be kept unless it
would be difficult to trace the steps leading to a major
decision without them.
ORGANIZATION OF ARCHIVES
The archives
will be organized into major categories and subcategories (
as follows:
-
NOCALL (Materials
pertaining to the chapter as a whole)
-
Bylaws (Including all
revisions and amendments)
-
History (Materials
pertaining to establishment and early growth of
Chapter)
-
Membership Lists of Chapter Members
-
Memorials and Awards (Special
recognition to chapter or its members)
-
Minutes of Business Meetings
-
Obituaries
-
Photographs
-
Procedures Manual, Chapter and Association
-
Publicity (Clippings, pictures, etc.,
about Chapter or its members)
-
OFFICERS
-
Executive
Board - Minutes and Reports
-
Roster of
Officers and Committee Members
-
President
(Annual report and other materials of permanent
importance, including correspondence not found
elsewhere)
-
Secretary
(Materials of permanent importance, including
correspondence not found elsewhere; minutes are filed
elsewhere)
-
Treasurer
(A copy of the yearly budget and annual statement, and
other materials of permanent interest not found
elsewhere. Bank statements, cancelled checks, receipted
bills, etc. should be held five years and not sent to
permanent archives)
-
Other
Officers
-
ASSOCIATED
ORGANIZATIONS (Reports, correspondence from liaisons with
other organizations; e.g., CLA, ALA, SLA, etc.).
-
COMMITTEES/CHAPTER
GROUPS (Arranged alphabetically by name of Committee or
Chapter Group)
-
PROJECTS (Program
materials, reports and correspondence on institutes,
workshops, joint conferences, and association-wide
meetings, etc. arranged by date and program title; e.g.,
October 17-19, 1985 microcomputers and Law Library
Administrative Applications, NOCALL/WESTPAC Joint Meeting)
-
PUBLICATIONS
(Archival files should contain one copy of the actual
publication. Correspondence pertaining to a publication
should be filed in the folder of the committee or position
responsible for the publication.)
-
Newsletter
-
Membership
Brochure
-
Membership
Directory
-
Others (e.g. Union lists, etc.)
FILING
OF ARCHIVES
Archives materials
should be filed in acid-free archival folders and labeled with
the general category, subcategory, and, if necessary, a
chronological division. For example:
NOCALL:
Business Meetings Minutes 1980-1985 OFFICERS: President -
Annual Report to AALL COMMITTEE: Archives Committee 1985
PUBLICATIONS: Newsletters 1980-1985.
Within each folder
the material should be filed chronologically, with the most
current material in front.
RETENTION SCHEDULES
NOCALL records are
either permanent, or temporary with a two to six year retention.
Attachment I shows the recommended retention policy.
HOUSING
OF ARCHIVES
Stanford University
Law Library is the permanent location for the NOCALL archives.
Attachment II is the agreement for the storage of the archives
at Stanford University.
ARCHIVIST
The archives will
be maintained by an appointed member or members. The
responsibilities include collecting, selecting, weeding,
arranging and filing the archival material.
Outgoing officers
and committee chairpersons may wish to receive files intact from
their predecessors. Following timely review, they should pass
the material on to the archivist for weeding and filing. Before
adding material to the permanent file, the archivist will do a
thorough weeding.
ARCHIVIST'S QUICK REFERENCE FILE OR NOTEBOOK
It is recommended
that the Archivist maintain a quick reference card file or
loose-leaf notebook to be used to respond to the most frequently
asked questions. The following items should be included for
ready reference:
-
Officers: List
of elected officers and committee chairpersons and members
for the last 10 years.
-
Programs: List
of institutes and workshops (program titles) and speaker's
names.
-
History: Date
of establishment, place of first meeting and other
outstanding events, e.g. visit by Association officer.
-
Special
Publications: Title and date of publication.
ATTACHMENT I
Chapter Records Retention Policy
NOCALL
|
Record |
Retention Policy |
|
Bylaws |
Permanent |
| History |
Permanent |
| Membership
Lists of Chapter Members |
Permanent |
| Memorials
and Awards |
Permanent |
| Minutes of
Business Meetings |
Permanent |
| Obituaries |
Permanent |
|
Photographs |
Permanent |
| Procedure
Manuals (NOCALL & AALL) |
Current
Edition |
| Publicity |
Permanent |
OFFICERS
|
Record |
Retention Policy |
|
Executive Board |
Permanent |
|
Roster of Officers and
Committee Members |
Permanent |
|
President |
|
|
Annual Report to the
Association |
Permanent |
|
Correspondence |
|
|
To/from Chapter
members |
3 years plus current* |
|
To/from
Association |
3 years plus current* |
|
To/from others |
3 years plus current* |
|
Treasurer |
|
|
Annual Report to the
Association |
Permanent |
|
Bank, Financial,
Accounting records |
5 years plus current** |
|
Quarterly reports |
5 years plus current |
|
Miscellaneous |
1 year plus current* |
|
Other Officers |
|
|
Reports |
5 years plus current |
|
Correspondence |
1 year plus current* |
COMMITTEES/CHAPTER GROUPS
|
Record |
Retention Policy |
| Special
Reports to Executive Board |
5 years
plus current |
|
Correspondence |
3 years
plus current* |
| Annual
Reports |
Permanent |
PROJECTS - Includes joint
conferences, workshops, association-wide meetings, etc.
|
Record |
Retention Policy |
| Program
Materials (including registrants, vendors, brochures,
etc.) |
Permanent |
|
Reports |
5 years
plus current |
|
Correspondence (including contracts) |
Project
duration plus 1 year* |
PUBLICATIONS
|
Record |
Retention Policy |
|
Newsletter (1 copy) |
Permanent |
|
Membership Brochure |
Permanent |
|
Membership Directory |
Permanent |
|
Union List |
Permanent |
* Unless contains policy statements or other matters of lasting
importance. If so, keep pertinent item permanently.
** Treasurer should retain five years and not send to permanent
archives.
Attachment II (PDF file of agreement between Stanford
University and NOCALL regarding archives storage).
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