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Appendix 5
Document Retention Guidelines for Section Representatives
Purpose of Guidelines
A major responsibility of all Section Council Representatives is to read, retain and forward to their successors all official documents related to their duties as representatives. The purpose of these guidelines is to assist representatives in determining which documents to retain, which to discard, and which to transfer to their successors.
Suggested Minimum Retention Periods
| Document | Retention Period |
| Section Council Minutes | current plus two years |
| Section Council Directory | until superseded |
| Section Council Committee Roster | until superseded |
| Section Council Timetable of Activities | until superseded |
| Section Council Objectives | until superseded |
| Section Council Annual Report | until published in MLA Annual Report |
| Section Annual Reports | until published in MLA Annual Report |
| Section Council Committee Annual Reports | current year plus one |
| Midyear Reports | until receipt of corresponding Annual Report |
| Section Council Guidelines, Policies, Procedures |
until superseded |
| Memos from Section Council Chair | current plus two years |
| Nominating Committee Candidate Forms | until end of annual meeting |
| Declaration of Section Compliance | until superseded |
Procedure Manual Table of Contents
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