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Institutional History, Preservation, and Access Committee
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Mission:

The AzLA Institutional History, Preservation, and Access Committee is an ad hoc committee devoted to developing systems and procedures for the preservation and retention of AzLA records. Goals of the committee include: locating and collecting files of the association, determining what records should be retained, the retention schedule, where archival documents are stored (both print & digital), and retention best practices.

The AzLA Institutional History, Preservation, and Access Committee will work in collaboration with the association administration, association divisions, committees, and groups, and the association webmaster to ensure all records are easy to access.

The formation of this Committee was approved on October 13, 2017 during the Fall 2017 AzLA Executive Board Meeting.

 

Members:

Chair: Jonathan Pringle - NAU Cline Library, Special Collections and Archives

Ex-oficio members:

Danielle Angerbauer - Association Webmaster

Ann LeonardRepresenting the Web & Social Media Committee

History of AzLA Records Retention Efforts:

AzLA Genesis
Formation of the Arizona State Library Association
Somewhere in 1968-69 the Association formed the "Ad Hoc Committee on Permanent Files" whose purpose was similar in scope to our current goals. The findings of this committee including a list of categories of records to retain, that materials be retained by the Department of Library and Archives, and that materials be arranged chronologically rather than by subject. This committee worked to organize their organizational records themselves over the span of four weeks.

 

View the Ad Hoc Committee on Permanent Files 1968-69 Annual Report.

Multiple donations to the Arizona State Archives have been made including boxes of content of by-laws, treasurer's reports, legislative matters, conference proceedings, and executive board files ranging from 1923 - 1995. These records currently remain unprocessed.

View Accession Records of Arizona Library Association Collection.

 

Frequently Asked Questions:

How Can I Help?

All questions, donations, and volunteer interests should be directed to Jonathan Pringle at Jonathan.Pringle@nau.edu.

  • Donate your association records! 
    We are currently seeking both print and digital association records. We especially have gaps between 1996 - 2011.
  • Volunteer for the Arizona State Library, Archives & Public Records Archives and Records Management Department in sorting and scanning their current unprocessed collections.
  • Volunteer to be an Archives Committee member and become a part of the discussion! 

Where are AzLA Archives Currently Held?

What Records will be Archived?

The AzLA Institutional History, Preservation, and Access Committee has determined the following association records should be retained.

  • AzLA NEWSLETTERS
    EXECUTIVE BOARD RECORDS
    • Annual (summary) reports to presidents
    • Annual leadership & membership roster
    • Minutes of quarterly & annual meetings
    • Presidents’ correspondence
    • Fiscal, (budget, financing, revenue (sponsors, ad revenue, etc.)
    • Officer & committee reports to the board
  • DIVISIONS, COMMITTEES, & SPECIAL INTEREST GROUPS, REGIONAL REPRESENTATIVES, & EX-OFFICO OFFICERS RECORDS
    • Mission
    • Policy & procedural documents
    • Annual rost of chairs & members
    • Quarterly & meeting minutes
    • Special project reports & documents
  • GOVERNANCE & BYLAWS RECORDS
    • Handbook
    • Bylaws
    • Policies
    • Historical notes & appendices
    • Associated documents
  • AWARDS RECORDS
    • BOOK AWARDS
      • Committee leadership roster
      • Award recipients & pertinent info
      • Photographs of winners, events, etc.
      • Publicity
    • SERVICES AWARDS
      • Committee leadership roster
      • Award recipients & pertinent info
      • Photographs of winners, events, etc.
      • Publicity
  • PROGRAMS & SERVICES FOR MEMBERS RECORDS
    • CONTINUING EDUCATION OPPORTUNITIES
      • Speakers, dates, and topics o Photographs event & speakers, etc.
      • Publicity
    • MENTORSHIP PROGRAM
      • Roster of participants & annual reports
  • NON-CONFERENCE EVENTS RECORDS
    • PROGRAMS & AGENDAS FOR:
      • Regional forums
      • E-resource forum
      • Ya summit
      • Etc.
      • Photographs of winners, events, etc.
      • Publicity
      • Annual calendar of events
  • ADVOCACY & LEGISLATIVE RECORDS
    • Advocacy plan
    • Legislative toolkit
    • National library legislative day activity
    • Local campaign & advocacy activity
    • Lobbyist activity
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