Archives
Committee
Guidelines for Deposit of Official Files into ARSC
Archives at UMD
As the request of the board, the ARSC Archives Committee
has prepapred these procedures to assist in the determination,
weeding, preparation and shipment of ARSC materials
to the ARSC Archives at University of Maryland.
Who Should Transfer Files?
Anyone who has held an official position within ARSC
including Board members, committee chairpersons
(including ad hoc committees, special project assignments,
etc.)
When to Transfer Files?
When you leave or resign from an official position
in ARSC. (See below).
What Types of Files/Materials to Transfer?
General: Send non-current
original files in hardcopy created in an official
capacity that
you have
determined to have permanent
historical value/importance in
documenting your official actions/activities
of the position, committee, project
etc. that you
have been
responsible for. NOTE: "non-current" means
those permanent files or documents that are no longer
needed to conduct ongoing activities. Original means
the final edited document/report/letter you created
and signed, not drafts, duplicates, or copies, etc.
On the other hand, "current" files
are those you need to conduct
current business or would
be passing on to your successor
as needed to conduct current
business which may or may not
be deemed
later as historically valuable
and permanent.
Specific: The type of files
that constitute permanent non-current historical
material includes
the
originals only of the following
which are not needed for current
ongoing organizational business:
- Administrative,
operational, and correspondence files created
by the various
officers of the Board.
- Executive
Secretary/Executive Director files.
- Committee
Chairperson files.
- Complete
record set of publications (Journal,
Newsletter, Bulletin,
Membership Directory,
and Special Publications).
- Complete
record set of ARSC conference
programs.
- Originals/edited
masters plus
copies that may
exist of audiovisual
material (from
annual conferences,
Board
meetings, workshops
etc.) which
may include audio,
video, and still
photography.
Identification/labeling is required
as
to what,
when,
where, and hopefully
who (for example,
in photographs
provide captions).
- Hardcopy
printouts of computer
files that you
have maintained
if you originated
the document,
correspondence,
or report in
your official
capacity.
- Other
artifacts or memorabilia.
How to Transfer Materials?
Fill out a "Transfer of Documents" form
available from the ARSC Archives Committee. It
will be faxed or mailed to you. Electronic copy
is not
yet available.
List and describe briefly the contents
of the folders/boxes identified by
ARSC position,
office, title, or event
that you wish to transfer.
Make copies of transfer form with inventory,
enclose original form and inventory
in first carton of the
shipment, and mail the carton(s)--(certified
return receipt or UPS with tracking
receipt) to:
Bonnie Jo Dopp
Curator, Special Collections in Performing
Arts
Performing Arts Library, Hornbake 3210
University of Maryland
College Park, MD 20742-4311
(301) 406-9256
Fax (301) 314-7170
e-mail: bd55@umail.umd.edu
Send copies of the "Transfer of Documents" form
and inventory with documentation of mailing costs
(for reimbursement) to:
Les Waffen
ARSChives Chairperson
4537 South Chelsea Lane
Bethesda, MD 20814
(301)718-0109 (H)
Fax (301) 718-0110
e-mail: leslie.waffen@nara.gov
What Not to Transfer:
extra copies, duplicates, drafts, etc. of your official
paper files (unless audiovisual materials, in which
case transfer all originals plus copies that may
exist).
copies of other ARSC documents you did not create
but received as informational copies in the course
of doing ARSC business.
computer tapes, floppies, diskettes, electronic E-mails
(determine what is of permanent historical value,
then printout hardcopy for filing and transfer).
If you have questions/concerns about what files to
deposit, please contact the chairperson, Les Waffen,
directly.
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