ARCHIVES COLLECTION POLICY
The Society for American Music Archives are the repository for records of enduring value that were created or received by the Society during the conduct of business, as well as for certain collections of personal papers that have relevance to the historical development of the Society and American music. All Society records are the property of the Library of Congress once transferred to the Library, and may not be destroyed or removed from the Library of Congress except in accordance with established procedures. The Society for American Music retains all intellectual rights.
Official records are documents 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 of 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).
GUIDELINES FOR WEEDING RECORDS
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 responsible person in weeding files before transferring. Each individual 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.
- Official documents: Only the final version of a document should be archived. Include drafts only when significant comments or annotations appear, or when there is original material not included in the final version.
- Routine Correspondence and Memoranda: Discard routine correspondence such as letters of transmittal or cover letters, any cc'd correspondence, meeting announcements, and routine requests for general information. Only memoranda sent by the individual's office should be transferred to the Archives. Discard envelopes unless there are important annotations. Email for archiving should also be weeded (see Guidelines for Transferring Records to the Archives for instructions on saving electronic records).
- 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.
- Minutes and Reports: All minutes and reports from official meetings of the Board and the Society are to be archived by the Secretary. Any other meeting minutes and reports should be transferred to the Archives from the responsible committee or group.
- Reference Materials: Weed out non-Society information brochures, promotional material, directories, etc., used as reference by your office.
- Multiple Copies: In general, the Archives will not keep multiple copies of documents and/or publications. Extra copies should either be discarded or stored by individual offices as needed.
- Miscellaneous: Weed out blank forms, envelopes (unless annotated), personal materials, personal 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:
Do Not Send to the Archives:
Type of Record: Accounts Payable Records
Description: Records pertaining to the payment of bills and all checks drawn on the Society accounts
Recommendation: Treasurer should retain current fiscal year plus 7 years in office; older records should be destroyed. No accounts payable records are sent to the archives.
Type of Record: Deposit Records
Description: Records pertaining to the deposit of monies and credits to the Society
Recommendation: Treasurer should retain current fiscal year plus 7 years in office; older records should be destroyed. No deposit records are sent to the archives.
Type of Record: Outside Publications
Description: Professional journals, directories, promotional materials, etc.
Recommendation: Retain in office as long as needed; otherwise discard.
Type of Record: Reference Files
Description: Reference information on scholars, musicians, outside organizations
Recommendation: Retain in office as long as needed, otherwise discard.
Send to the Archives:
Type of Record: Agendas
Description: Schedule for Board and other meetings
Recommendation: Secretary should transfer 1 copy of each to the Archives at the end of each calendar year for permanent retention.
Type of Record: Budget
Description: Annual budget plus amendments made throughout the year
Recommendation: Treasurer should transfer 1 copy of annual budget at the end of each fiscal year to the Archives for permanent retention.
Type of Record: Charges
Description: Responsibilities for every committee and individual appointee; prepared by the President
Recommendation: President should transfer one copy of each not covered in the Handbook to the Archives at the end of each calendar year for permanent retention.
Type of Record: Financial Reports
Description: Reports of income and expenditures; prepared by the Treasurer quarterly and annually
Recommendation: Treasurer should retain current fiscal year in office; transfer at the end of each fiscal year to the Archives for permanent retention.
Type of Record: Handbook
Description: Official book of policies and procedures for the Society
Recommendation: Executive Director should transfer one copy of updated handbooks to the Archives at the end of the calendar year in which it is updated for permanent retention.
Type of Record: Minutes
Description: Reports of Board and other meetings
Recommendation: Secretary should transfer one copy of each to the Archives at the end of each calendar year for permanent retention.
Type of Record: National Conference
Description: Materials relating to the national conference including mailings to members, conference packet, programs, and session handouts.
Recommendation: 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.
Type of Record: Press Releases
Description: Society press releases to the media and appropriate journals
Recommendation: Public Relations chair should transfer one copy of each announcement to the archives at the end of each calendar year for permanent retention.
Type of Record: Promotional Materials
Description: Materials designed to educate and attract members to the Society
Recommendation: Executive Director should transfer one of each new item to the Archives at the end of each calendar year for permanent retention.
Type of Record: Reports
Description: Reports for the Board and other official meetings from appropriate chairs and appointees
Recommendation: Secretary should transfer one copy of each report to the archives at the end of each calendar year for permanent retention.
Type of Record: Business Files
Description: Files containing Society business maintained by the officers, committee heads, special appointees, and interest group heads.
Recommendation: Maintain active files in office; 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. President may retain files until the end of his/her Past-President term.
Type of Record: Society Publications
Description: Includes the Journal of the Society for American Music, and the Membership Directory.
Recommendation: Official publications of the Society, such as JSAM, are cataloged separately and bound at the Library of Congress. Issues are usually received at the Library via copyright deposit. The Executive Director, in consultation with the Archivist, should determine whether additional copies of Society publications are required and supply as needed.
Type of Record: Society Subvented Publications
Description: Books, audio/video, and other publications supported by the Society for American Music
Recommendation: Publications supported by SAM subvention awards are cataloged and shelved separately at the Library of Congress. Committee members should ensure that a written record of the awards is kept for the archives.
Type of Record: Tax Returns
Description: Annual federal and state returns
Recommendation: Executive Director should retain current fiscal year in office; transfer at the end of each fiscal year to the Archives for permanent retention.
GUIDELINES FOR TRANSFERRING RECORDS TO THE ARCHIVES
Records are transferred to the Library of Congress by the SAM Archivist on an annual/biennial schedule. However, SAM members may send records to the Archivist at the end of the fiscal year or calendar year, or at the end of their office term, as stipulated in the retention and disposal schedules. Members wishing to transfer records to the archives should first contact the Archivist firstname.lastname@example.org for instructions on packing and mailing.
All transfers must be accompanied by an archives transmittal form. If you are transferring both paper and electronic records, please fill out a separate form for each. If you are transferring records that represent more than one position you have held in SAM, please fill out a separate form for each position.
1. Review records and discard items based on the "Guidelines for Weeding Records" and the "Records Retention Schedules" in the Handbook. If discarded items appear to be of a sensitive nature, separate and contact the Archivist for disposal.
2. Transfer paper records to clearly labelled folders. Keep files in their original order.
3. Electronic files must be saved to a CD or flash drive. Documents created with standard programs such as any Microsoft Office application, Adobe, etc. can be saved as is. If you have electronic records in a format you are unsure of, contact the SAM Archivist.
4. Review and weed email according to "Guidelines for Weeding Records" in the Handbook. Remove any emails that contain personally identifiable information (social security numbers, medical information, personal financial records, etc.). The email archive should be organized into well-labelled folders and should be exported using a common archive file extension, such as PDF, MSG, MBOX, PST, OST. This process varies depending on the email client. Your local IT staff should be able to guide you. The email archive file(s) should then be copied onto a flash drive along with any other electronic records and sent to the SAM Archivist with a completed transmittal form.