Approved Guidelines AAUW Archives Committee

• Collect and Evaluate Records
  • Review and briefly describe the contents of each box, making note of dates, subjects and types of materials. Keep materials in the order you found them in until you complete the entire inventory so that valuable context is not lost. Check to see that documents in folders have been accurately described in the folder headings.
• Organize and Arrange Records
  • Keep together records generated by a particular office, such as finance or membership. Arrange materials chronologically. Avoid using generic terms like miscellaneous, unsorted, or unidentified. Try your best to describe what materials you find.
• Process the Records
  • Remove materials that do not belong in the archives such as duplicates, receipts, canceled checks, Post-its, or telephone memo slips. Generally these materials are not significant and do not need to be retained.
  • Photocopy news clippings onto acid-free paper. Newsprint is highly acidic and will become yellow and brittle with age. The originals can be discarded once duplication is complete.
  • Unfold documents whenever possible. Flatten gently by pressing against the crease.
  • Move larger materials to oversize folders and boxes.
  • Arrange materials chronologically within folders, with the earliest dates in the front of the folder.
  • Label archival folders in pencil, not pen.
  • Carefully remove metal fasteners that may damage documents.
  • Insert fragile documents and photographs into Mylar sleeves.
  • Dispose of any attached cards or cardstock used to support photographs by gently pulling away the photographs, as long as it will not cause any damage to the photo!
  • Store photographs flat.
  • Wrap artifacts and textiles in acid-free tissue and store them in appropriately sized boxes.
  • Do not overstuff folders and boxes. If a box is not completely full, use a piece of spacer board to hold up the folders so they do not bend.
• Describe the Materials and Make the Records Accessible.
  • Create a written inventory of the boxes and an inventory of the collection down to the folder level.
  • Write a summary of the collection, including such information as the location, general contents, and date spans of the material. Copies of this summary should be given to the Riley County Museum, the AAUW national association archivist, and Manhattan branch president, secretary, treasurer and archives committee chair.

Recommendations for Handling Archival Materials Properly

• Handle material with clean, dry hands. Use cotton gloves to avoid fingerprints when handling photographs, slides, and artifacts.
• Use pencils only when working with documents, researching, or processing materials.
• Do not fold or bend items.
• Do not write on the back of photographs unless you are processing the collection and have been given authority to do so. If so, write lightly in pencil.
• Do not place photographs into albums.
• If newspaper clippings are yellowing and brittle, consider scanning or photocopying them onto acid-free paper for long-term preservation.
• Have only one box open and one folder out for review at a time to avoid mixing up materials.
• Keep archival materials flat and do not write on or rest books or other objects on the surface of other artifacts.
• Maintain the existing order of materials within folders and boxes. Return folders to their original location within the box, and return boxes to their original location on the shelves.

Examples of Materials That Belong in Branch Archives

• Founding documents such as articles of incorporation or charters
• Audits and budgets
• Bylaws and revisions
• Clippings (from newspapers and magazines)
• Correspondence of a significant nature that documents a branch program, policy, or event.
• Directories and membership lists
• Financial reports… Handbooks (branch manual’s, guidelines)
• Legal documents (deeds, contracts)
• Minutes of meetings (board, special committees)
• Organizational charts
• Photographs of officers, members, events
• Project summaries
• Press releases
• Programs, handouts, and flyers
• Publications (histories, newsletters, and brochures – only those created by branch
• Reports (annual, board, committee, project)
• Scrapbooks
• Speeches by officers to branch, radio presentations, other significant public presentations

Examples of Materials That Do Not Belong in Branch Archives

• Drafts, working copies of documents that are not the final version
• Duplicate copies – retain no more than three of each item for archives
• Publications and reports not generated by the branch
• AAUW national publications (these are maintained in national’s archives)
• Old forms, receipts