DRAFT
August 29, 2000

TO: LAUC-I Executive Board

FROM: Ad Hoc Committee on LAUC-I Archives

RE: Report of Ad Hoc Committee

The Ad Hoc Committee on the LAUC-I Archives was charged to:

1) Consolidate and organize all LAUC-I archival material in one designated location.
2) Recommend retention guidelines for LAUC-I material including paper and electronic formats
3) Recommend a process whereby the LAUC-I Chair and Committee chairs weed the files according to the guidelines and add materials to the archives
4) Identify existing LAUC documents which should be retained in the LAUC-I Archives. Recommend guidelines for the retention of appropriate LAUC documents.

These charges to the Ad Hoc Committee have been addressed in the attached
report that is in four parts:

1) Draft proposal for retention of paper and electronic files in the LAUC-I Archives;

The draft recommendations for the LAUC-I Archives have been prepared in
outline form for ease of use. The recommendations address both paper and electronic files as well as LAUC-I and LAUC records. This proposal concludes with a list of next actions to be undertaken by the LAUC-I Executive Board to implement the recommendations.

2) Schedule of Retention of Records for LAUC-I Archives (Attachment 1)

Lists records to be retained and discarded and the number of years before files are sent to LAUC-I archives

3) LAUC-I Responsibilities for Retention of Archival Records (Attachment 2)

Identifies records that each of the LAUC officers are responsible for sending to the LAUC-I archives

4) LAUC-I Annual Retention and Disposal Calendar (Attachment 3)

Provides calendar for the annual weeding and retention of LAUC-I records

All of the LAUC-I materials that were stored in boxes in the Science Library has been consolidated into the LAUC-I files in the Main Library Locked Basement. This includes materials through 1994. Years since then are still in the hands of former and current LAUC-I officers and will need to be integrated into the files. The University Archives has some LAUC-I records and this report makes some recommendations concerning these records.

In preparation of this report, the Ad Hoc Committee reviewed the currently existing LAUC-I Archives, reviewed the LAUC reports from the LAUC Ad Hoc Committee on Archives dates July 1995 and April 1996. The list of documents to be retained and the retention periods were derived, primarily, from these reports.

Please let us know if you have any questions.

Ad Hoc Committee on LAUC-I Archives

Jackie Dooley
Judy Horn (Chair)
Eric MacDonald

DRAFT
8/29/00

LAUC-I ARCHIVES

LAUC-I archives are in a transitional period between all paper and all electronic products. The proposal below addresses both the paper archives and the electronic files. Because the LAUC-I archives have not received any measurable maintenance for some time, there will be considerable work involved at the outset to reorganize and weed the files. Once procedures have been established and implemented, maintenance will be limited to collecting and filing the documents to be added to the files each year.

I. Paper archives (1968-

A. Currently in two locations
1. LAUC-I filing cabinets in the ML locked basement
a. Arranged chronologically
b. Alphabetically by committee name
c. LAUC material is filed prior to the LAUC-I material for each year
d. Some files contain out-of-scope materials based on the suggested retention guidelines (Attachment 1 "Retention of LAUC-I Archives")
2. UCI University Archives
a. Has scattered holdings from both LAUC and LAUC-I
b. Primarily duplicates of material in LAUC-I filing cabinets
c. Materials in University Archives should be withdrawn and checked against holdings in LAUC-I archives
B. Proposal for retention and disposal of paper records
1. The attachment #1 "Retention of LAUC-I Archives" is a list of types of documents and the retention period for each
2. List includes both those to be retained and those that are not retained
3. List should be followed for determining type of materials that will be retained in the LAUC-I archives
4. Attachment # 2 "LAUC-I Responsibilities for Archives Retention" lists the responsibilities of LAUC-I officers for LAUC-I materials.
5. LAUC-I officers should have 3 years of paper files
a. Each year outgoing officers and committee chairs will send the oldest files to the paper LAUC-I archives and turn the other 3 years over to the incoming officer
b. Paper files will be filed in LAUC-I filing cabinets
c. Files retained should be in accordance with the list in "Retention of LAUC-I Archives"
d. All extraneous files must be weeded before transferring material to LAUC-I Archives
e. Files for the LAUC-I Archives should be given to the Librarian designated by the LAUC-I Executive Board to manage the archives
C. LAUC-I paper archives have been filed to approximately 1994
D. Years since 1994 are still in possession of LAUC-I officers
E. The retention guidelines as noted in "Retention of LAUC-I Archives" list should be followed for LAUC materials with focus on Minutes of the Assembly and major committee reports

II. Electronic files

A. Electronic files for LAUC-I information have been placed on the LAUC-I website since 1995-96
B. The LAUC-I website is complete beginning in 1999-2000 but is not to be considered the official LAUC-I file.
C. LAUC-I website should continue to be maintained with new information added each year in accordance with LAUC-I retention guidelines.
D. Because the retention of material in electronic format cannot be guaranteed all LAUC-I files should be copied onto paper according retention information contained in "Retention of LAUC-I Archives."
E. LAUC-I officers should continue to maintain paper files and to send materials to the LAUC-I Archives according to the retention schedule.
F. When procedures are in place for considering material on the UCI Library servers to be "archival", LAUC-I should revisit the issue of designating electronic files as the "official" LAUC-I archives.
G. LAUC website currently does not contain historical files
1. Paper copies of items on retention list should be retained until LAUC has established electronic retention policies
2. Currently only the Minutes of the Assembly since 1998; minutes of the Executive Board since 1997; and some committee charges are on the LAUC website
3. No committee reports are currently on the LAUC website.

III. Next Actions to be undertaken by LAUC-I Executive Board

A. Take this report on LAUC-I paper/electronic archives to LAUC-I membership for discussion.
B. Assign someone to review and re-organize LAUC-I Archives in accordance with retention schedule (especially 1995-1998 period).
C. Appoint a LAUC-I member to be responsible for ongoing management of the LAUC-I Archives. It is proposed that this be a three-year appointment with the possibility of renewal.
D. Determine whether to request transfer of key LAUC-I documents to the University Archives after files have been weeded and organized.
E. Assign on-going responsibility for LAUC-I Web page.

DRAFT
8/28/00
ATTACHMENT 1
RETENTION OF RECORDS FOR LAUC-I ARCHIVES


Document Type Retention Sent to Archives


Agendas Permanent After 3 years
Annual Financial Reports " " " "
LAUC-I annual committee reports " " " "
LAUC-I annual reports " " " "
Charges for Committees or Ad Hocs " " " "
Correspondence (significant) sent by officers or " " " "
committees (including email)
Bylaws " " " "
Election slates and final results " " " "
Manuals and guidelines " " " "
Minutes of Executive Board, General Membership " " " "
meetings; committees
Reports of committees (including e-mail) " " " "
Position papers " " " "
Research Proposals - Funded " " " "
Resolutions " " " "
Rosters " " " "

Bank Statements 3 years Not sent to Archives
Confidential documents Not kept " " " "
Drafts of documents (minutes, summary reports, etc) Discard " " " "
Incidental correspondence among committee Discard " " " "
members
Notes taken by officers and committee members 3 years " " " "
Invoices 3 years " " " "
Mailing lists Discard " " "
Notes taken by officers or committee members 3 years " " " "
Program arrangement files 3 years " " " "
Research proposals not funded 3 years " " " "


LAUC DOCUMENTS TO BE RETAINED

Minutes of General Assembly and Executive Permanent After 3 years
Board
LAUC committee annual reports " " " "
LAUC Position Papers " " " "
Significant committee reports " " " "
Significant correspondence sent by LAUC President " " " "
LAUC Publications " " " "


DRAFT
8/28/00

ATTACHMENT 2
LAUC-I RESPONSIBILITIES FOR RETENTION OF ARCHIVAL RECORDS

LAUC-I OFFICERS

All LAUC-I officers below should send material to LAUC-I Archives in accordance
with retention schedule . Keep 3 years plus current year of paper files. At end of
term, weed files and retain or discard according to the LAUC-I Retention Schedule.
Give 3 years of files to the incoming officer.

Chair

LAUC-I annual reports
LAUC-I Committee reports
Charges for Committees or Ad Hocs
Bylaws
Election slates and final results
Correspondence (significant) sent by officers or committee chair (including e-mail)
Manuals and guidelines (for Chair)
LAUC Assembly and Executive Board minutes and agendas
LAUC major committee reports

Secretary

Agendas
Annual financial reports
Manuals and guidelines
Minutes of Executive Board, General Membership meetings
Resolutions
Rosters


Committee Chairs

LAUC-I committee reports (work of specific committee)
Manuals and guidelines (for committee)
Minutes of committee meetings (if available)

Other

Research proposals funded (Chair Professional Development Committee or LAUC-I
representative to the Committee on Research and Professional
Development

ATTACHMENT 3
LAUC-I ANNUAL RETENTION AND DISPOSAL CALENDAR

August LAUC-I Chair and committee chairs weed files in accordance with the "Retention of Records for LAUC-I Archives" and prepare to give the
incoming chair the current files plus 2 years.

September LAUC-I Chair and committee chairs give the incoming chairs the files for their term of office plus 2 years. At the same time they send the files for the 3rd year in their possession to the person responsible for maintaining the LAUC-I Archives.

October-December Librarian in charge of on-going maintenance of the LAUC-I Archives integrates the records received from the outgoing LAUC-I chair and committee chairs into the LAUC-I files.