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MLA Archives Guidelines
Policy
The Medical Library Association archives all substantive correspondence and documentation of all its organizational units including but not limited to MLA’s chapters and sections on an ongoing basis.
Procedures
1. The following information is retained for the archives:
Midwinter Reports (Note: The MLA Annual Report contains all chapter and section annual reports and headquarters sends these to the archives.)
Proceedings of chapter and section business meetings and programs.
Transcription of tapes (e.g., annual programs)
Committee information not found in the MLA Directory (e.g., rosters, minutes of meetings)
Bylaws
Procedures manuals
Reports (final report only, not working documents)
Correspondence which relates to association policy and program development
Photographs
Newsletters
2. Each chapter and section designates an archivist to retain information to be archived.
3. Annually, at the end of the chapter and section year (i.e., sections-June; chapters-rotation of new officers), the archivist sends information to be archived to the MLA Headquarters (Mary Langman), Suite 1900, 65 East Wacker Place, Chicago, IL 60601-7298.
4. Information to be archived should be organized by subject in individual manila files that are clearly labeled with the section/chapter name, contents, and beginning and ending dates for the contents of the information in the file.
5. When sending an archives shipment to MLA headquarters, archivists complete an MLA Record Transfer Form (contact MLA HQ for a copy). The form is included with the shipment and a copy maintained by the chapter/section archivist.
6. Questions regarding shipments to the archives or use of the archives should be addressed to Mary Langman, (langman@mlahq.org), Manager of Information Issues and Policy, who serves as staff liaison to the archives. Telephone: 312/419-9094.
Send comments or questions to Webmaster Melissa De Santis at desantis@uthscsa.edu