Archives Committee Records Retention

Introduction

The North Carolina Library Association Archives Committee is responsible for soliciting records, publications, and memorabilia of NCLA, maintaining a records center for current records, transferring non-current records to the North Carolina State Archives, and destroying records scheduled for disposition. This Records Retention and Disposition Schedule is intended to guide NCLA officers in transferring records to the Archives Committee as well as to provide the committee with instructions on retaining, transferring, or destroying NCLA records.

The types of materials the Archives Committee solicits include:

  • Official minutes of the Association and its sections, round tables, and committees
  • All correspondence of all officers and chairpersons
  • Financial records, including treasurers' reports
  • Membership lists
  • Committee appointments
  • One copy of each issue of North Carolina Libraries and two copies of other publications, including each issue of newsletters and published reports
  • Two copies of printed materials related NCLA, including conference and workshop programs and invitations
  • Labeled black and white photographs (preferred over color for better preservation)
  • Reports, speeches, and other documents pertinent to the Association's business
  • Photocopies (on acid-free paper, if possible) of newspaper clippings
  • Any other records, regardless of media, such as videocassettes, audiocassettes, and computer files

Transfer of Records

At the close of a biennium, each officer of NCLA transfers all records of the biennium to the officer's successor. The officer also transfers to the Archives Committee the records of the officer's predecessor. Thus, each person currently in office should have records from the current biennium and the preceding biennium. All other records should be transferred to the Archives Committee. Every effort should be made to transfer these records to the Archives Committee within a year of the end of a biennium. (If any officer does not need records generated during the preceding biennium, the committee will accept early transfer of those records.) The Secretary keeps the official record of meetings of the Executive Board, biennial meetings, and any special meetings of the Association. The Secretary is responsible for depositing these official records with the Archives Committee. The Archives Committee maintains current records in a records center located at the State Library of North Carolina. Administrative records, publications files, clippings files, history files, and other files to be retained permanently as indicated by this schedule are transferred to the State Archives after six years. The committee destroys financial records as instructed by this schedule after audit has been completed and resolved. The committee destroys applications records as instructed after four years.

 

Executive Board

1. Executive Board Administrative Records. Records concerning the administration of the NCLA Executive Board. File includes official minutes, agendas, correspondence, section reports, committee reports, treasurers' reports, conference and workshop records, and other related records.

Disposition instructions: Secretary transfers to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

President

1. President Administrative Records. Records concerning the administration of the office of President. File includes correspondence, reports, executive board records, section records, committee records, conference and workshop records, related organizations correspondence and reports, and other related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

Vice President/President-Elect

1. Vice President/President-Elect Administrative Records. Records concerning the administration of the office of Vice President/President-Elect. File includes correspondence, reports, conference and workshop records, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

Secretary

1. Secretary Administrative Records. Records concerning the administration of the office of Secretary. File includes correspondence and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

[Note: For official minutes and other official records, refer to Executive Board records.]

Treasurer

1. Treasurer Administrative Records. Records concerning the administration of the office of Treasurer. File includes correspondence, treasurer's reports, audit reports, budgets, membership lists, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

2. Treasurer Financial Records. Records concerning NCLA fiscal matters. File includes receipts, invoices, bank statements, checking account balance books, honesty bonds, travel records, and other related fiscal records.

Disposition instructions: Transfer to NCLA Archives Committee. Destroy when NCLA audit has been completed and resolved.

Sections, Round Tables, Committees

1. Administrative Records. Records concerning the administration of each NCLA section, round table, or committee. Files include reports, minutes, agendas, correspondence, treasurers' reports, bylaws, conferences and workshops, clippings, membership lists, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

2. Financial Records. Records concerning the fiscal matters of each NCLA section, round table, or committee. Files include receipts, invoices, travel records, bank statements, checking account balance books, and related fiscal records.

Disposition instructions: Transfer to NCLA Archives Committee. Destroy when NCLA audit has been completed and resolved.

3. Publications Records. Publications and printed materials of each NCLA section, round table, or committee. Files include publications, newsletters, conference and workshop programs and materials, exchange lists, subscriptions, manuscripts, and related records.

Disposition instructions: Transfer two copies of each publication and printed material to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

4. Section and Round Table Committee Records. Records concerning standing, special, and ad hoc committees. Files include reports, minutes, agendas, correspondence, conferences and workshops, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

CONFERENCES AND WORKSHOPS

1. Conference and Workshop Records. Records concerning planning and programs of conferences and workshops. File includes correspondence, exhibit records, programs, speeches, photographs, clippings, tapes, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

PUBLICATIONS

1. Publications Records. Records concerning publications produced by NCLA. File includes correspondence, reports, surveys, publications, exchange lists, subscriptions, manuscripts, and related records.

Disposition instructions: Transfer records and one copy of each issue of North Carolina Libraries and two copies of all other publications to NCLA Archives Committee. After six years, Archives Committee transfers correspondence, reports, surveys and publications to State Archives for permanent retention. Destroy exchange lists, subscriptions, and manuscripts when reference value ends.

History File

1. History File Records. Records concerning the history of NCLA and its sections, round tables, and committees. File includes scrapbooks, clippings, chronologies, photographs, and related records.

Disposition instructions: Transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

Administrative Assistant

1. Administrative Assistant Administrative Records. Records concerning the administration of the office of the Administrative Assistant. File includes correspondence, reports, and related records.

Disposition instructions: Retain in office until reference value ends then transfer to NCLA Archives Committee. After six years, Archives Committee transfers to State Archives for permanent retention.

2. Administrative Assistant Financial Records. Records concerning fiscal matters of the office of theAdministrative Assistant. File includes travel records, receipts, invoices, and related fiscal records.

Disposition instructions: Transfer to NCLA Archives Committee. Destroy when NCLA audit has been completed and resolved.