Transfer Guidelines for Student Life and Culture Records

Professional Associations

Students in a lecture hall, circa 1960s
Records commonly transferred to the Archives include: 
Items which generally should not be transferred to the Archives include:  

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Student Organizations

Records commonly transferred to the Archives include: 
Items which generally should not be transferred to the Archives include:  

Please transfer material in the order in which it was maintained.  A brief inventory identifying the types of records included should accompany the transfer. 

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Alumni

Records commonly transferred to the Archives include: 
Items which generally should not be transferred to the Archives include:  

Please transfer material in the order in which it was maintained.  A brief inventory identifying the types of records included should accompany the transfer. 

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The above listing is intended as a general guide.  Because of the broad variations in organizational records, it is advisable to consult with the Archivist to determine how your files relate to these guidelines.  For more information, please contact the Archivist for Student Life and Culture.

Tips for preserving your student organization's history

1. Document the activities of your group: keep minutes of meetings, save copies of publications and flyers. 

2. Label your materials with full names, dates, and descriptions of events or circumstances. 

3. Keep your records together in one central place. 

4. Develop a straightforward filing system that works for you. There's no one best way to do this. 

5. Store your records away from dampness, dust, excessive heat, and sun. 

6. Avoid using paper clips and rubber bands. If you have documents that need to be kept together, use stainless steel staples or plastic clips. 

7. Develop a routine of transferring inactive records to the University Archives at the end of the semester, year, or leader's term of office. 

8. Consider the fate of your non-paper documents. Electronic records can pose software and hardware access problems. Save cds, memorabilia, photographs, posters, and tapes, as well as traditional paper documents. 

9. Get to know the staff of the University Archives' Student Life and Culture Archival Program: Ellen Swain, Archivist for Student Life/Culture, 333-7841, eswain@illinois.edu 

10. WHEN IN DOUBT, DON'T THROW IT OUT! 

(modified from Wesleyan University Archives)

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