The Archives Committee has prepared these procedures to assist in the selection, preparation, and shipment of ARSC materials to the ARSC Archives at the University of Maryland.

Who Should Transfer Files?

Anyone who has held an official position within ARSC, including board members, committee chairs, and program managers.

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 you official capacity.
• Other artifacts or memorabilia.

How to Transfer Materials?

Download and complete this Transfer Form.

For larger bodies of materials, create an Inventory in which you list and briefly describe the contents of the folders or boxes and identify the position, office, title, or event to which the materials relate.

Make copies of the Transfer Form and Inventory, and enclose a copy of the transfer form and inventory in first container of the shipment, and mail the shipment (with certified return receipt or UPS with tracking receipt) to:

Dr. Laura Schnitker, Acting Curator - SCMMC

Special Collections & University Archives

Hornbake Library North

4130 Campus Drive

College Park, MD 20740

lschnitk@umd.edu

Send copies of the Transfer Form and Inventory to the Archives Committee Chair.

Send documentation of mailing costs to the Treasurer for reimbursement.

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 Archives Committee Chair directly.