Archival Retention Guidelines

Please see SLA Guidelines for Division Archives for a more complete treatment of division archives. These PAM retention guidelines are adapted from that document to provide PAM members with a quick guide as to what documents should be sent to the PAM Archivist.

Contents

The archives should contain only materials of genuine historical importance. These are of two types, evidential and informational.Evidential records document the life span of the organization--its organization and development, its functions, and its activities. Informational records simply provide information; the only standard for retention of this type of records should be uniqueness.

Archives should include, therefore: non-current relevant correspondence including selected e-mail messages; correspondence of division officers including selected e-mail messages; items concerning policy or of a controversial nature; all publications, including every issue of bulletins and/or newsletters; all reports and all minutes; closed account books; all Division awards and citations with accompanying documentation; all compiled rosters of officers and members; bylaws; photographs; procedures manuals; and other items deemed of lasting significance. Snapshot archiving of Division Web pages should be considered in the future as SLA develops plans and identifies appropriate software.

Correspondence, for archival purposes, shall not include items of only transitory interest such as thank you notes, arrangements for meetings, etc. Routine correspondence from the SLA office should not be kept unless it specifically mentions the division or its officers and members. The most common mistake in handling records is to keep too much.

Retention Schedules

Division records are of two types--permanent or temporary. All permanent records must go to the Archives at some point. Temporary material that is to be held one or two years would normally stay with the appropriate officers or committee chairs. Temporary material that is held five or more years would normally go to the Archivist at the end of the second year. If the officer or committee head prefers, the materials can remain with them for the full period.

Transfer of Materials to Archivist

It is recommended that each outgoing officer or committee head transfer records to their successor as they leave office. The successor should then sort through these records in a timely manner,retaining what they wish to retain, and sending archival items to the PAM Archivist for weeding and filing.

Table 1. PAM Division Retention Policy Guidelines

RECORD CATEGORY	RECORD	RETENTION
General	PAM bylaws, including all revisions and amendments	Permanent
	History: Materials pertaining to establishment and growth of PAM	Permanent
	Membership directories/early membership lists	Permanent
	Memorials and awards: Special recognition to PAM or to members; awards made by PAM	Permanent
	Minutes of business meetings	Permanent
	Obituaries	Permanent
	Photographs	Permanent
	Procedures manual	Permanent: Current edition (paper) Permanent: Earlier editions (disk)
	Program activities, announcements	5 yrs. & current
	Publicity: Clippings, pictures, etc. about PAM or its members	Permanent
	Strategic plans	Permanent
Officers	Roster of officers and committee members	Permanent
	Executive Board--Minutes and Reports	Permanent
Officers--President	Annual Report to the Association	Permanent
	Correspondence including selected e-mail messages: To/from chapter or division members; to/from Association; to/from others	1 yr. & current. Permanent for policy statements or other items of lasting importance.
	Reports from PAM Committees	1 yr. & current
Officers--Treasurer	Annual report to the Association	Permanent
	Bank statements, checks, check register, receipted bills, other accounting records	7 yrs. & current
	PAM reports	7 yrs. & current
	General ledger	Permanent
	Miscellaneous	7 yrs. & current. Permanent for policy statements or other items of lasting importance.
Officers--Other	Reports	5 yrs. & current
	Correspondence including selected e-mail messages	1 yr. & current. Permanent for policy statements or other items of lasting importance.
Committees	Reports	5 yrs. & current
	Correspondence including selected e-mail messages	1 yr. & current. Permanent for policy statements or other items of lasting importance.
Projects--Includes joint conferences, workshops, association-wide meetings, etc.	Reports	5 yrs. & current
	Correspondence including selected e-mail messages	Project duration plus 1 yr. Permanent for policy statements or other items of lasting importance.
Publications	One copy of each	Permanent
	Extra copies:
	Directory	Until superseded
	Bulletin	5 yrs & current
	Separate publications	To be determined individually

Compiled in 1999 by Dorothy Manderscheid, Librarian Emeritus, Michigan State University
manders1@pilot.msu.edu

Copyright protected.

Page last updated: July 2004