Resources:
Preserving Your Fraternal Heritage
Click here to view a pamphlet that details how to preserve your organization's heritage at of the Student Life and Culture Archival Program at the University of Illinois Archives. (To save pamphlet right click and select "Save As")
Transfer Guidelines for Student Life and Culture Records
Professional Associations
Records commonly transferred to the Archives include:
- Official records: constitutions and by-laws, minutes and proceedings, transcripts, lists of officers and members
- Office files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities and functions
- Historical files documenting policies, decisions, committee and task force reports, questionnaires
- Publications: one record copy of all programs, journals, monographs, newsletters, brochures, posters and announcements issued by the association or its subdivisions
- Audio-visuals: photographs and sound recordings
- Personal papers of members which relate directly to association work
- Charts and maps
Items which generally should not be transferred to the Archives include:
- Records of specific financial and membership transactions
- Letters of transmittal where the date and routing information is on the document transmitted
- Requests for publications or information after the requests have been filled
- All blank forms and unused printed or duplicated materials
- All duplicate material: keep only the original copy and annotated copies
- Papers, reports, work papers and drafts; which have been published
- Replies to questionnaires if the results are recorded and preserved either in the archives or in a published report
