Records Management
An easy way to make sure your records are sent to the WLA office is to add the executive director to your board or committee distribution list.
I. Maintaining current paper files for preservation purposes
Start a new set of files for each calendar year.
Use acid free folders for materials which will need to be preserved.
Use staples rather than paper clips to secure papers.
Photocopy newsprint, construction paper, cellophane taped or glued materials and other fragile materials.
II. Maintaining current photo, videos, audio cassettes and computer disk files for preservation purposes
Identify and date all photos on the back in #2 pencil (if pencil does not work, use a ball-point pen).
Separate black and white from color photos and place both sets of photos in acid free envelopes.
Use archival quality photograph albums only.
Identify and date all color slides individually.
Use archival quality slide storage boxes.
III. Sending materials to WLA for Preservation
In January-March 2012, all materials from 2006 or before should either be sent to the WLA office or destroyed following the schedule below:
Minutes and agendas
Membership lists
Goals and objectives statements
Final reports
Policy/substantive correspondence
The following materials from 2006 or before can be destroyed on January 1, 2012:
Routine committee correspondence
Committee working papers
IV. Detailed Schedule of Materials