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Archives

Records Schedule for the Records of the

SOCIETY FOR HISTORY IN THE FEDERAL GOVERNMENT (SHFG)

(Adopted March 4, 1997)

The purpose of the Society is to encourage, promote, and foster historical, archival,

and other related activities of and about the United States Government

 

RECORDS OF THE PRESIDENT

1. Correspondence, memoranda, reports, and other records created and maintained by the Society President which relate to the programs and operations of the Society. (Excludes record copies of agendas, outgoing Society correspondence, reports and other program related documentation maintained by the Secretary and Executive Director.) Arranged by type of record and thereunder chronologically

PERMANENT. Transfer to succeeding President at the end of term. Transfer to the Historian/Archivist at the end of the successor’s term.

 

RECORDS OF THE VICE PRESIDENT

2. Correspondence, memoranda, reports, and other records created and maintained by the Society Vice-President which relate to the programs and specifically delegated or assigned to the Vice-President.  Arranged by type of record and thereunder chronologically

PERMANENT. Transfer to succeeding Vice-President at the end of term. Transfer to the Historian/Archivist at the end of the successor’s term.

 

RECORDS OF THE SECRETARY

3. Agendas and Minutes of Executive Board Meetings.

Arranged by type of record and thereunder chronologically

PERMANENT. Transfer a record copy to the Historian/Archivist at the end of the each Executive Boards term.

4. Agendas and Minutes of Annual Business Meetings of the Society.

Arranged by type of record.

PERMANENT. Transfer a record copy to the Historian/Archivist at the end of the each Executive Boards term.

5. Official Correspondence of the Society.

Arranged chronologically.

Consists of incoming and outgoing communications that document official communications of the Society with individuals, organizations, institutions, and the media.

PERMANENT. Transfer a record copy to the Historian/Archivist at the end of the each Executive Boards term.

 

RECORDS OF THE TREASURER

6. Fiscal Year Budget Files.

Arranged by type of record and thereunder chronologically, Includes monthly and annual treasurer’s report, budget development statements and records, ledgers in paper or electronic form, audit records, and other records relating to the financial operations of the Society and the Society’s assets.

PERMANENT. Transfer to the Historian/Archivist at the end of the Treasure’s term.

 

RECORDS OF SOCIETY COMMITTEES

7. Substantive Records of Administrative and Action (Program) Committees and Such AD-HOC Committees as the Board may create.

Arranged by Committee, thereunder by subject, and thereunder chronologically. Records document the membership of the committees and any subcommittees as well as the operations, meetings, and other activities. Included is a copy of the annual report presented by the committee chair at the Annual General Business Meeting and a record copy of any and all publications issued on behalf of the Society.

PERMANENT. Transfer to the Historian/Archivist at the end of each committee chair’s term. Incidental, non-substantive, non-action related records such as drafts of reports, routine correspondence, etc. are disposable.

 

RECORDS OF THE EXECUTIVE DIRECTOR

8. By-Law File

Arranged chronologically. Records created that document the Society’s By-Laws and revisions thereto.

PERMANENT. Transfer the record copy to the Historian/Archivist at when no longer needed for current operations. Additional copies are disposable.

9. Directory and Roster Files and Related Electronic Files

Arranged by type of record. Records associated with the creation, maintenance, and issuances of the Society’s Directory, Rosters, and membership and dues related releases. Includes a record copy of each issuance or release.

PERMANENT. Transfer to the Historian/Archivist at when no longer needed for current operations.

10. Meeting Programs, Invitations, and other meeting related or Society-wide processed/published materials. Includes two copies of each item.

PERMANENT. Transfer to the Historian/Archivist at the end of each Board’s term. Additional copies of these items are disposable.

 

RECORDS OF THE NEWSLETTER EDITOR

11. Record Copy of the Society Newsletter. Arranged chronologically.

PERMANENT. Transfer to the Historian/Archivist at the end of each calendar year.

12. Administrative Records Arranged by type of record and thereunder chronologically,

Records created and maintained in the course of preparing, publishing, printing, and mailing the Society newsletter.

DISPOSABLE. Destroy when no longer needed.

13. Photographs of Society Personnel and Events.

Arranged chronologically. An original negative and two captioned prints of each photograph used to support Society programs and activities.

PERMANENT. Transfer to the Historian/Archivist in two-year blocks at the end of the following year.

 

RECORDS OF THE SOCIETY WEBSITE

14. Records associated with the development and operation of the WEB site. Arranged by type of record and thereunder chronologically.

Correspondence, memorandums, and other records documenting the development of the WEB site and its operations. Includes an electronic copy of the WEB-site at the close of each calendar year.

PERMANENT. Transfer to the Historian/Archivist in two-year blocks at the end of the following year.


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