ARCHIVES COLLECTION POLICY
The Archives will collect those records of enduring value that were created
or received by the Society during the conduct of business and certain
collections of personal papers which have relevance to the historical
development of the Society and American music. All Society records are
the property of the Society for American Music and the Library of Congress
and may not be destroyed or removed from the Library of Congress except
in accordance with established procedures.
Official records are materials created by founders, officers, committee members, special appointees, interest group members, and employees during the conduct of Society business. All persons conducting Society business shall be responsible for maintaining documentation of their activities on behalf of the Society and for properly disposing or transferring official records to the Archives. The disposition of official inactive or non-current records shall be determined by the archivist and the archives committee, consisting of the Past President, Executive Director, and Archivist, and be set forth in a records disposition schedule.
Guidelines for Transferring Records to the Archives
Please follow these step-by-step guidelines for transferring your records to the Archives. Records are usually transferred at the end of the fiscal year or calendar year or at the end of each office term, as stipulated in the retention and disposal schedules.
1. Review records for items that may be discarded based on
Guidelines for Weeding
Records and the Records Schedules. If discarded items appear to be of
a sensitive nature, separate and contact the Archives for disposal.
2. Transfer records from hanging files (Pendaflex) to manila
folders. Write folder titles on
the manila folders.
3. Keep files in their original order and fill boxes. Do not overfill!
4. Mail the boxes of records to the archivist, who will inventory and process the contents of each box and be responsible for its inclusion in the Society Archives at the Library of Congress.
5. The archivist will send a final inventory of your deposit back to you for your records.
Guidelines for Weeding Records
For research purposes and storage space considerations, files transferred to the Archives should be purged of certain routine documents, multiple copies of documents, and documents not produced by the transferring office. These guidelines will aid each officer in weeding files before transferring. Each officer is responsible for reviewing and weeding his or her own files. When in doubt, leave materials in the files. The archivist will aid in the review of files if necessary.
1. Drafts: Archives should receive the final version of a document only. Include drafts only when significant comments or annotations appear, or when there is original material not included in the final version.
2. Routine Correspondence: Discard routine correspondence such as letters of transmittal or cover letters that merely forward an enclosure and add nothing to the content of the item transmitted, courtesy copies of correspondence not addressed to you, meeting announcements, and routine requests for general information. Discard envelopes unless there are important annotations. E-mail should be printed and weeded or transferred as regular correspondence.
3. Memoranda: Only those memoranda sent by your office should
be transferred to
the Archives. Discard those concerning routine matters such as meeting
schedules.
4. Financial Records: Detailed and summary financial records
come to the Archives from
the Treasurer; other officers do not need to include such routine financial
records as purchase
orders, invoices, budget working papers, and other records documenting
routine expenditures at the office level. Retain office financial records
in the office for the current fiscal year for accounting purposes.
5. Minutes and Reports: All minutes and reports from official meetings of the Board and the Society will come to the Archives from the Secretary. Any other meeting minutes and reports should be transferred to the Archives from the responsible committee or group.
6. Reference Materials: Weed out non-Society information
brochures, promotional
material, directories, etc., used as reference by your office.
7. Multiple Copies: In general, the Archives will keep one copy of all correspondence, publications, supported publications, documents, photographs, etc. Remaining copies should either be discarded or stored by individual offices as needed.
8. Miscellaneous: Weed out blank forms, envelopes (unless annotated), personal materials, your copies of Society publications, etc.
Records Retention Schedule
The following schedule should be followed by all officers, committee heads,
special appointees, and heads of interest groups:
Type of Record
Description
Recommendation
Accounts Payable Records
Records pertaining to the payment of bills and all checks drawn on the
Society accounts
Treasurer should retain current fiscal year plus 7 years in office; destroy
Agendas
Schedule for Board and other meetings
Secretary should transfer 1 copy of each to the archives at the end of
each calendar year for permanent retention.
Budget
Annual budget plus amendments made throughout the year
Finance Committee Chair should transfer 1 copy of annual budget at the
end of each fiscal year to the archives for permanent retention
Charges
Responsibilities for every committee and individual appointee; prepared
by the President
President should transfer 1 copy of each not covered in the handbook to
the archives at the end of each calendar year for permanent retention.
Deposit Records
Records pertaining to the deposit of monies and credits to the Society
Treasurer should retain current fiscal year plus 7 years in office; destroy
Financial Reports
Reports of income and expenditures; prepared by the treasurer quarterly
and annually
Treasurer should retain current fiscal year in office; transfer at the
end of each fiscal year to the archives for permanent retention
Handbook
Official book of policies and procedures for the Society
Executive Director should transfer 1 copy of updated handbooks to the
archives at the end of each calendar year for permanent retention
Minutes
Reports of Board and other meetings
Secretary should transfer 1 copy of each to the archives at the end of
each calendar year for permanent retention.
National Conference
Materials relating to the national conference including mailings to members,
conference packet, programs, session handouts, etc.
Conference Manager, Program Committee Chair, and Local Arrangements Chair
should retain files needed for future planning; transfer inactive files
and 1 copy of any publications, mailings, programs, and handouts to the
archives at the end of each conference for permanent retention
Outside Publications
Professional journals, directories, promotional materials, etc.
Retain in office as long as needed; discard or send elsewhere when no
longer useful
Press Releases
Society press releases to the media and appropriate journals
Public Relations Committee Chair should transfer 1 copy of each announcement
to the archives at the end of each calendar year for permanent retention.
Promotional Materials
Materials designed to educate and attract members to the Society
Executive Director should transfer 1 of each new item to the archives
at the end of each calendar year for permanent retention
Reference Files
Info on scholars, musicians, outside organizations, etc. used for reference
Retain in office as long as needed, discard or send elsewhere when no
longer useful
Reports
Reports for the Board and other official meetings from appropriate chairs
and appointees
Secretary should transfer 1 copy of each report to the archives at the
end of each calendar year for permanent retention.
Society Business Files
Files containing Society business maintained by the officers, committee
heads, special appointees, and interest group heads; includes correspondence
on paper and e-mail, important notes from phone conversations, etc.
Maintain active files in office; print e-mail correspondence and treat
as regular correspondence; weed; transfer inactive files to the archives
for permanent retention. Outgoing officers, committee heads, appointees,
and interest group heads should transfer files not needed by their successor
at the end of their term to the archives for permanent retention; President
may retain files until the end of his/her Past-President term
Society Publications
Includes American Music, the Bulletin, the Directory; the Directory contains
the Society calendar and records listing officers, appointees, chairs,
and their terms of office
Executive Director will ensure that the archivist receives 1 copy of all
Society editions upon publication for permanent retention
Society Subvented Publications
Books, CDS, and other publications supported by the Society for American
Music
Members in charge of these subvention awards should ensure that the publisher
transfers 1 copy of each to the archives upon publication for permanent
retention
Tax Returns
Annual federal and state returns
Treasurer should retain current fiscal year in office; transfer at the
end of each fiscal year to the archives for permanent retention
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