Ask yourself the following:
Does this record or item reflect the values and mission statement of your organization?
Would this record be of interest to future members, students, or researchers?
Does this record relate to other documented materials the organization will maintain?
If the answer is yes to any of the above questions, then it should be considered for archival purposes. If you’re in doubt, don’t throw it out. The staff of Special Collections is available to answer questions about potential retention.
The following are examples of records the University Archives would typically hold for historical and archival purposes:
Founding documents
By-Laws & constitutions
Meetings minutes and agendas
Member handbooks
Scrapbooks
Event flyers, posters
Project files, event planning
Correspondences, letters, memos
Membership list and registers
Publications, newsletters
Photos & videos
Organizational histories, club stories, reports
artifacts(buttons, t-shirts, pins, uniforms, etc)
Anything that tells the story of your organization!
The following are examples of what not to keep indefinitely in your archival histories:
Receipts, bank statements, canceled checks
Trophies or award plaques
Duplicates of publications
University publications (unless specifically related to your organization)
If you're unsure about an item, don't hesitate to ask the staff in Special Collections.
Do not store electronic records in your University account since it will be deleted after your graduation.
Maintain an email account specific to your organization to file electronic documents and archive emails there. An email address like this may be passed down to student org representatives each year.
Store electronic records in multiple places to prevent easy loss. Even if your records are stored in the Cloud, backing up your documents on an external hard drive is always a good idea.
Be consistent when storing records electronically. Keep the format, such as PDFs, the same throughout filing.
Organize your electronic files just as you would your paper records. Keep an inventory and label items consistently throughout.
Keep them in a dry, cool place.
Avoid using rubber bands, staples, tape, or paperclips(Special Collections can provide archival clips for papers that need to be stored together).
Store records on steel shelving rather than wood which erodes and can be harmful to your records.
Regardless of place, records should be kept together and arranged conveniently for your organization
Inventory your records when storing them
Label all files with full name and date of the topic
For photographs and anything else with members featured, try to identify the names of members
