APPENDIX F

Guidelines

General Comments

The Southwestern Association of Law Libraries was started in 1958 in order to promote law librarianship in the southwestern part of the country. To further this end SWALL has established an archive that will be the depository of any significant information about the organization and its members. It will be a reference source to present and future members as well as a repository for important documents created by the organization.

The following document is intended as a guideline for what materials will be collected, processed, arranged, and retained. It is also the guideline to establish who will be responsible for processing materials, how the materials will be obtained, and the policy governing their use.

Contents

Before any records are processed they should be checked against a list of required documents that have been established by SWALL. This list is only a guideline. If other records are deemed important they will be added as well. The general guideline for judging records is if the materials are of historical importance (i.e. evidential or informational). These would be documents that tell the history of the organization and its activities or provide unique information about the organization. The following is a list of materials that should be collected.

1. Historical incorporation, organization papers.

2. Constitution, Articles of Incorporation, and By-laws (past and present with dates).

3. Presidential correspondence and final documents.

4. Reports of officers, committee chairs, commissions.

5. Executive board agendas, minutes edited and approved.

6. Financial - budgets, treasurer's reports, investment records, audits, tax exemptions.

7. Standing committee reports.

8. Special committee reports and/or weeded internal papers.

9. Procedural handbooks/manuals (dated).

10. Conference - programs, reports, financial statements.

11. Lists of scholarship, grant, and award recipients.

12. Publications - directories, newsletters, and other significant works.

13. Agreements, contracts, documents of commitment or intent with all persons, organizations, corporations, etc., external to SWALL.

14. Copyright registrations.

15. Press releases issued by SWALL.

16. Forms and sample questionnaires.

Housing

See deposit agreement (Attachment I, Appendix F - 63).

Archivist

The archivist is responsible for collecting, selecting, sorting, arranging, and filing the archival materials. It is therefore recommended that the archivist be a long-term appointment or the additional function of an elected officer. This should be defined by the by-laws or procedures manual of SWALL.

Retention Schedules

Records are of two types--permanent or temporary. Permanent records are those records that should be sent to the Archives. A list of records to be retained is under the "Contents" section of these guidelines. A retention schedule is attached (Appendix F - Attachment II) to provide guidelines for records keeping. The retention policies are for permanent and temporary records. Temporary records are those records that are usually kept five years or less. Temporary records that are only held for one or two years usually remain with the officer or committee they pertain to. Temporary material that is to be kept for five years should go to the Archives after two years.

Before records are sent to the Archives they should go to the Archivist. It will be the responsibility of the Archivist to do a thorough weeding before adding materials to the permanent files.

Transfer of Materials

Materials should be transferred from outgoing officers and committee chairs to the incoming officers and committee chairs. After reviewing the files in a timely manner (approximately two months after taking office), the files should be transferred to the Archivist. As stated before, the records retention schedule should be followed and no officer or committee chair should retain files for longer than two years.

The Archivist will be responsible for collecting materials if they are not sent to the Archivist by the end of the second month after the annual SWALL meeting. The Archivist may choose to either put a notice in the SWALL Bulletin or contact each officer or committee chair.

Organization of Archives

The following is a list of how the files should be organized in the Archives.

General materials (those pertaining to the organization as a whole)

Constitution, Articles of Incorporation, and bylaws

History

Procedures manual

Membership lists

Lists of award recipients, etc.

Officers

Rosters, minutes, reports, etc.

Committees

Projects - conferences, workshops, etc.

Publications

SWALL Bulletin

Conference programs

Filing of Archives

Folders should be labelled to reflect what type of materials are inside. The folders should be put in order according to the above description. Under each main heading the folders should be in alphabetic order. Inside each folder the materials should be in chronological order, with the latest material in front.

If possible, any materials that are of special value should be kept in acid-free archival folders. Any special materials that are on mimeograph or older fax paper should be copied onto acid-free paper. Special materials are those that will be retained permanently.

Archivist's Reference File or Finding Aid

The Archivist will maintain a reference file or finding aid for all materials in the Archive. This will be comprised of a list of folders in the Archive as well as a quick reference file that contains in more detail the following items:

1. Officers--a list of elected officers, and committee chairs and members for the last 10 years.

2. Programs--a list of activities for the last 10 years (including date, program title, and speakers(s)).

3. History--outstanding dates and events for the organization, from the beginning.

4. Special publications--a list of titles and dates of publications.

Attachment I

Deposit Agreement 

Agreement Between Texas State Law Library and Southwestern Association of Law Libraries regarding the storage of Chapter Archives

The Texas State Law Library (hereinafter the INSTITUTION) agrees to provide, without charge, to the Southwestern Association of Law Libraries (hereinafter the CHAPTER), for a period of five years, space to be used to house the Archives of the CHAPTER subject to the following conditions:

(1) The CHAPTER will be responsible for providing securable physical equipment and supplies for the Archives. [Such housing is subject to the approval of the INSTITUTION].

(2) The location of the floor space will be determined by the INSTITUTION [and will be subject to change should such space be required for the INSTITUTION'S use]. The CHAPTER retains the right to withdraw the Archives from the INSTITUTION during the term of this agreement should a changed location not be approved by the CHAPTER.

(3) The CHAPTER retains owndership of the Archives and agrees to provide any additional insurance agreed by both parties as necessary to cover damage or loss of the Archives.

(4) The INSTITUTION shall not be liable for any loss or damage to the Archives during the time that they are housed by the INSTITUTION except for such loss or damage as may result from willful or gross negligence of the INSTITUTION, its employees or agents.

(5) The CHAPTER will be responsible for the organization and maintenance of the Archives and for preparation and maintenance of any access tools or finding aids necessary to service the Archives.

(6) The INSTITUTION agrees to allow in-building use of the Archives to persons authorized by the CHAPTER to have access to the files.

(7) The CHAPTER agrees to provide identification for persons authorized to have access to the Archives and to provide the INSTITUTION prior notification of persons so authorized. [In addition, the CHAPTER agrees to provide the INSTITUTION with forms for submission to the CHAPTER for use by students or others seeking use of the Archives].

Both parties agree to the terms of this agreement for the five year period commencing June 1, 1991 and ending June 1, 1996. Prior to the termination date, the agreement will be reviewed by both parties and may, by mutual consent, be continued, amended or terminated. Should no notice of intent to continue, amend, or terminate be given by either party by June 1, 1996 [the termination date], the agreement will automatically continue under the terms of this agreement on a month to month basis. In the event this agreement is terminated, the CHAPTER agrees to remove the Archives and housing from the INSTITUTION'S space within sixty (60) days after official notification of the termination to the SWALL Executive Board. Should the Archives and housing not be removed by the CHAPTER within the stipulated time period, ownership of the Archives and housing will automatically transfer to the INSTITUTION.

___________________, ________________________________________, ___________________

(Date) (Name) (Title)

Texas State Law Library

___________________, ________________________________________, ___________________

(Date) (Name) (Title)

Southwestern Association of Law Libraries

(This agreement was signed 7/22/91 by Kay Schlueter, Director, Texas State Law Library, and by Barbara Bintliff, President, Southwestern Association of Law Libraries)

Attachment II

Retention Schedule

Record group Retention policy

General

-Constitution, including all revisions and Permanent Amendments

-Articles of Incorporation, including all Permanent

revisions and amendments

-Bylaws, including all revisions Permanent

-History of the organization Permanent

-Membership lists Permanent*

-Scholarship, grant, and award recipients Permanent

-Minutes of business meetings Permanent

-Procedural handbooks/manuals (dated) Current issue

-Publicity Permanent

-Agreements, contracts, documents of Permanent

committment or intent

-Copyright registrations Permanent

 

Officers

-List of officers and committee members Permanent

-Executive Board minutes Permanent

-President

Annual report Permanent

Correspondence

To/From members 1 yr. & curr.**

To/From AALL 1 yr. & curr.**

To/From others 1 yr. & curr.**

-Treasurer

Annual report Permanent****

Bank statements, checks, passbooks, 5 yr.

receipted bills, other accounting records

-Miscellaneous 1 yr. & curr.**

 

Committees

Reports 5 yr. & curr.***

Correspondence 1 yr. & curr.**

Projects - Including conferences, workshops, etc.

Reports 5 yr. & curr.***

Correspondence 1 yr. & curr.

Forms and sample questionnaires 5 yr. & curr.

Programs Permanent

 

Publications

1 copy of each Permanent

Extra copies

Directory 5 yr. & curr.

Bulletin 5 yr. & curr.

Other to be determined

 

 

 

*Keep permanently unless it is published in the SWALL Bulletin.

 

**If there is a policy statement or other important business, retain it permanently.

 

***Keep the specified period of time unless they are published in the SWALL Bulletin.

 

****A copy should be sent to the attorney's office.

Southwestern Association of Law Libraries

Policy and Regulations Governing Use of the Archives

 

Since 1958 the Southwestern Association of Law Libraries (hereafter referred to as SWALL) has represented and promoted law librarianship in the southwestern region of the United States. SWALL has promoted law librarianship through its meetings, committees, and publications. Because of its goals of promoting law librarianship, SWALL established an archive in 1991 as a resource for present members as well as future researchers. Through an agreement set up in 1991, the archive is housed at the Texas State Law Library.

 

The following policies governing the use of the SWALL Archives are intended as a guide for those who may use the Archives and how the materials may be used. These policies try to take into consideration the needs of researchers, members, restrictions imposed by authors, donors, or SWALL, and the need for preservation of the documents.

 

Consultation

 

1. In order to receive permission to examine materials in the Archives, a person must make written application to the SWALL Archivist or President. Permission is subject to any restrictions placed on the files by the author, donor, or SWALL and given at the discretion of the Archivist, President, or Director of the State Law Library. If permission is denied, the person may write to the Executive Board for an appeal. The completed application form shall be retained by the Director of the State Law Library.

 

2. SWALL Executive Board members and the Archivist are exempt from the permission requirement, during their tenure, for the consultation and photocopying of materials except where there are restrictions attached.

 

3. Permission is not required for the consultation of the organizations publications that may be housed in the Archives.

 

4. All archival materials are to be used at the State Law Library. If a person needs to borrow any materials, they must receive written permission from the Archivist or the President. Anyone using the Archives must conform to the regulations governing their handling.

 

Photocopying

 

5. Users of the Archives may not copy any materials unless they have given written assurance that no document will be published or reproduced without the written consent of the author and SWALL.

 

6. If a person has given written consent, they will be granted the right to photocopy materials except where restrictions have been placed by the author, the donor, or SWALL and they comply with the fair use provisions of the Copyright Act.

 

7. If a researcher cannot come to the State Law Library, they may make application to the State Law Librarian to have some materials copied, providing they comply with the above restrictions. The State Law Librarian has the right to refuse any request that may cause undue burden to the staff of the library.

 

Publication

 

8. If a person wants to publish something they have read or copied from the Archives, they need to obtain written permission from the SWALL President and the holder of any literary rights.

 

9. Permission to published will generally be granted provided that the publication meets scholarly standards and written permission has been granted from the copyright holder.

 

10. When permission is granted, the user agrees to indicate that the original materials are located in the SWALL Archives and the user assumes full responsibility for any copyright infringement that may result from the publication.

Southwestern Association of Law Libraries

 

Archives User Application 

name 

street address 

institutional or organization affiliation 

city 

state 

zip

I hereby make application to consult and/or copy from the following records in the Southwestern Association of Law Libraries Archives:

 

I am using this material for:

 

I agree not to publish or present any part of materials I have examined and/or copied without written approval of the author(s) and the President of SWALL. I also assume full responsibility for any copyright infringements or other infringements which may pertain to this material.

 

Signature Date

 

Approved by Date

SWALL ARCHIVES REMINDER

 

Date:

 

To: All officers and committee chairs

 

From: The Archivist

 

It has now been two months since we last met at the SWALL conference. Hopefully you have had some time to look at the files you may have inherited from the previous officers and committee chairs. It is now time to remind you of your duty to deposit the appropriate documents to the archivist so that they may be sorted through and deposited in the SWALL Archives. According to the Guidelines for the SWALL Archives: two months after the annual SWALL conference all officers and committee chairs are to send all official SWALL business files, except for files that are under two years old and are deemed a necessity to the present officer, to the SWALL Archivist. The Archivist will then make a determination of whether or not to keep the files based on the Archives retention schedule and list of files to be retained, as established in the Guidelines for SWALL Archives.

Please help to keep the SWALL Archives up to date so that we may have a recorded history of SWALL. Your cooperation will be appreciated.