Records commonly transferred to the Archives include:
- Official records: constitutions and by-laws, minutes and proceedings, transcripts, lists of officers and members
- Office files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities and functions
- Historical files documenting policies, decisions, committee and task force reports, questionnaires
- Publications: one record copy of all programs, journals, monographs, newsletters, brochures, posters and announcements issued by the association or its subdivisions
- Audio-visuals: photographs and sound recordings
- Personal papers of members which relate directly to association work
- Charts and maps
Items generally not transferred to the Archives include:
- Records of specific financial and membership transactions
- Letters of transmittal where the date and routing information is on the document transmitted
- Requests for publications or information after the requests have been filled
- All blank forms and unused printed or duplicated materials
- All duplicate material: keep only the original copy and annotated copies
- Papers, reports, work papers and drafts; which have been published
- Replies to questionnaires if the results are recorded and preserved either in the archives or in a published report
When in doubt, don’t throw it out!