Chapter and Division annual archiving checklist

The purpose of this checklist is to remind chapter presidents and division chairs of their responsibilities with regard to archiving their unit’s records. Although many of the records may be prepared and temporarily in the possession of the committee chairs or other unit leaders, it is the president or chair’s responsibility to pass the required records to the archivist.

The list below is a summary of the most likely records, which need to be archived annually and does not cover all records that may have to be archived. The records retention schedule in the Chapter or Division Archives Guidelines can be found on the web under Leadership Resources at http://www.sla.org/content/SLA/governance/Policies/42-79.cfm.

Records that should be passed to the archivist annually:

• Board meeting minutes and reports
• Business meeting minutes
• Committee minutes and reports
• Annual report
• Bylaws revisions
• Chapter groups or division sections reports and correspondence
• Bulletins and directories
• Treasurer’s records in accordance with the Treasurers’ Policy and Procedures Manual
• Revised procedures manuals
• Reports and correspondence from liaisons to other organizations or committees
• Reports on conferences, workshops and association-wide meetings
• Obituaries and photographs
• Memorials and awards

If you have any questions please contact your chapter or division archivist.

Please do not pass everything to the archivist. The weeding process should be carried out before the records are passed to the archivist.