OLA Archives

These pages feature information on what to submit for retention in the archives, as well as current information on, and the history of, the OLA Archives Task Force.

Before submission, items to be submitted to the Archives should be selected/weeded according to the Records Retention Schedule (see below). 

 

Items may be sent to the Oregon State Library, c/o Jessica Rondema, Administrative Services Coordinator, 503.378.2464; jessica.rondema@state.or.us; State Library Building, 250 Winter St NE, Salem, OR  97301-3950.

 

Archives Coordinator(s)

  • Vacant, Coordinator
  • The current OLA President

 

Records Retention Schedule

Introduction

This Records Retention Schedule prescribes the retention periods for records created or received by the Oregon Library Association and its officers, contractors, or employees. The retention periods apply to the records regardless of their medium or format. The Records Retention Schedule ensures that:

  • Association members have easy access to active records; non-permanent records are destroyed in a timely manner;
  • permanent records, which provide a unique account of the accomplishments of the organization and of librarianship in Oregon, are retained and preserved.

Records may be kept for a period of time exceeding the established retention period if they are involved in litigation, criminal or civil investigation, audit, or continuing administrative use.

 

This Schedule provides dispositions for 26 records series and record series are presented in the following format:

Title
The series description, which generally consists of two components: a use or purpose statement and a content statement.

Retention: Designates the period of time that the records must retained.

Schedule

N.B.  Items submitted to the Archives should be selected/weeded according to this Schedule before submission.


Accounting Records

This series documents the financial transactions of the Association, including income and expenditures. The series includes, but is not limited to:

  • purchase orders;
  • bills;
  • invoices;
  • payment authorizations and vouchers;
  • receipts of goods and services;
  • receipts and disbursements journals;
  • inventory schedules;
  • canceled checks;
  • check stubs;
  • cash reconciliation records;
  • bank statements;
  • related documentation and correspondence.

Retention: 7 years.

 

Association History Records

This series provides a record of the historical development of the Association. This series may include but is not limited to:

  • newspaper clippings;
  • photographs;
  • published and unpublished historical sketches;
  • publications;
  • statistics;
  • ephemera;
  • related documentation and correspondence.

Retention: Permanent.

 

Awards Records

This series documents the process of selecting Association members or others to receive awards. The series may include but is not limited to:

  • applications;
  • nomination letters;
  • eligibility terms and selection criteria;
  • recommendations;
  • transcripts;
  • letters of award notification or denial;
  • letters accepting or declining awards;
  • summary lists of winners;
  • biographies;
  • demonstration of need documentation;
  • press releases;
  • award history and information on funding sources;
  • related documentation and correspondence.

Retention: Permanent for eligibility terms and selection criteria, award history and information on funding sources, award notifications, summary lists of winners, biographies of winners, and press releases; 2 years for all other records.

 

Budgets and Financial Reports

This series documents the development of the Association's annual budget and actual income and expenditures. The series includes, but is not limited to:

  • budget requests
  • final budgets
  • fiscal year-end reports of accounts and income/expenditures
  • Treasurer's financial reports
  • audited financial reports
  • related documentation and correspondence.

Retention: Permanent for final budgets, annual financial reports, and audited financial reports; 7 years for all other records.

 

Bylaws

This series documents the organization, governing, and decision-making procedure for the Association. The series includes:

  • the articles of incorporation;
  • bylaws, all revisions and amendments;
  • related documentation and correspondence.

Retention: Permanent.

 

Committee Records

This series documents the activities of standing and ad hoc committees, task forces, and councils made up of Association members. The series may include but is not limited to:

  • agendas; meeting minutes;
  • reports;
  • notes;
  • working papers;
  • related documentation and correspondence.

Retention: Permanent for agendas, minutes, reports, and correspondence; 2 years for all other records.

 

Conference and Special Program Records

This series documents the Association's annual conference and other informative sessions, short-courses, workshops, training programs, excursions, and celebratory events for members of the Association and the communities it serves. This series may include but is not limited to:

  • materials on planning and arrangements;
  • reports;
  • promotional and publicity materials;
  • press releases and news clippings;
  • photographs;
  • presentation materials and handouts;
  • schedules of speakers and activities; registration and attendance lists;
  • participant evaluations;
  • related documentation and correspondence.

Retention: Permanent for planning materials, reports, promotional and publicity materials, press releases, photographs, and schedules of speakers and activities; 2 years for all other records.

 

Contracts and Agreements Records

This series documents the negotiation, execution, completion, and termination of legal agreements between the Association and other parties. Series may include contracts or agreements made for personal services or leases. Records include:

  • a copy of the official contract or agreement;
  • amendments;
  • exhibits;
  • addenda.

Retention: Permanent.

 

Correspondence, Ephemeral

This series documents communications received or sent (either in paper or electronic form) that are of a preliminary or informational nature and do not contain substantive information about the programs, fiscal status, or operations of the Association. Records include, but are not limited to:

  • advertising circulars;
  • drafts and worksheets;
  • desk notes;
  • e-mail messages.

Retention: Not retained.

 

Correspondence, Executive

This series documents significant events and the development of administrative structure, policies, and procedures of the Association. It may also record the historical development of the organization. Correspondence may be within the Association, with Association members, or with other organizations, agencies, and individuals. Records may include:

  • letters sent and received;
  • notes;
  • directives;
  • acknowledgments;
  • memoranda.

Retention: Permanent.

 

Correspondence, General

This series documents communications received or sent (either in paper or electronic form) which do not contain substantive information about the Association's programs. Records include, but are not limited to:

  • letters sent and received;
  • e-mail messages,
  • memoranda;
  • notes;
  • transmittals;
  • acknowledgments;
  • community affair notices;
  • routine requests for information or publications;
  • enclosures and attachments.

Retention: 2 years.

 

Division and Round Table Records

This series documents the activities of the Association's divisions and round tables. This series may include but is not limited to:

  • agendas;
  • meeting minutes;
  • reports;
  • notes;
  • working papers;
  • related documentation and correspondence.

Retention: Permanent for agendas, minutes, reports, and correspondence; 2 years for all other records.

 

Election Records

This series documents elections held by the Association. This series may include but is not limited to:

  • ballots;
  • tabulations;
  • related documentation.

Retention: 2 years.

 

Films, Videotapes, and Sound Recordings

This series provides substantive visual and/or aural documentation of Association activities and programs including annual conferences, workshops, and special events. This series may include but is not limited to:

  • identified and labeled videotapes;
  • motion picture films;
  • phonographic recordings (16, 33, 45, and 78 RPM formats);
  • audio tapes (all formats);
  • compact audio discs;
  • transcriptions when available.

Retention: Permanent.

 

Grant Proposal - Funded Records

This series documents grant proposals developed and prepared by the Association that were funded. This series may include but is not limited to:

  • supporting statistics;
  • demographic data;
  • draft proposals;
  • suggested revisions;
  • final proposals;
  • related documentation and correspondence.

Retention: Permanent.

 

Grant Proposal - Unfunded Records

This series documents grant proposals developed by the Association which have not been funded. This series may include but is not limited to:

  • supporting statistics;
  • demographic data;
  • draft proposals;
  • suggested revisions;
  • final proposals;
  • related documentation and correspondence.

Retention: 2 years after submission.

 

Legislative Relations Records

This series documents the Association's positions on impacting legislative actions. This series may include but is not limited to:

  • bill tracking reports;
  • notes;
  • copies of pending or approved legislation;
  • working papers;
  • related documentation and correspondence.

Retention: Permanent.

 

Lobbyist Records

This series documents the activities of the Association in lobbying the state government. Records may include:

  • Lobbyist Registration Statement forms;
  • Lobbyist Termination forms;
  • Lobbyist Expenditure Report forms;
  • the Oregon Government Standards & Practices Commission's Guide to Lobbying in Oregon;
  • lobbyist listings and salary information;
  • related documentation.

Retention: Permanent.

 

Meeting Minutes

This series documents the decisions made and actions taken by the Association and its constituent committees, task forces, divisions and round tables. The series includes:

  • meeting minutes;
  • reports;
  • summaries (either in electronic or paper form).

Retention: Permanent.

 

Membership Records

This series documents the membership of the Association. The series includes, but is not limited to:

  • membership lists and membership directories with names and contact information for all Association members;
  • completed membership applications;
  • renewal requests;
  • change-of-address forms;
  • related documentation and correspondence.

Retention: Permanent for membership lists and directories; 2 years for all other records.

 

Planning Records

This series documents the development of short-term or long-term plans for the Association. This series may include but is not limited to:

  • instructions explaining the nature and purpose of the requested strategic planning effort;
  • internal planning committee materials;
  • statements of objectives and goals;
  • proposals;
  • strategic planning reports;
  • surveys;
  • activity reports;
  • informational materials;
  • working papers;
  • related documentation and correspondence.

Retention: Permanent for final planning reports, proposals, goal and objective statements, and instructions and explanations of process; 7 years for internal planning committee materials, surveys, activity reports, working papers, informational materials, and correspondence.

 

Policies and Procedures Records

This series provides a record of the Association's policies and procedures. This series may include but is not limited to:

  • mission and policy statements;
  • planning documents outlining responsibilities and goals;
  • organizational charts;
  • publications preparation guidelines;
  • emergency procedures;
  • job descriptions;
  • guides for office procedures which often include completed samples of all forms;
  • handbooks;
  • desk manuals;
  • related documentation and correspondence.

Retention: Permanent.

 

Publications Records

This series includes publications produced by the Association. They may be used to document the activities of the Association for educational purposes and/or for informational purposes. Types of publications may include web pages; newsletters (in electronic or paper form); handbooks; yearbooks; directories; brochures; pamphlets; media guides; guidebooks; proceedings; programs; flyers. Series may include but is not limited to:

  • working papers;
  • mock-ups;
  • drafts;
  • final publications.

Retention: Permanent for final publications; 2 years for all other records.

 

Reports

This series documents the programs and activities of the Association. The series includes but is not limited to:

  • annual and intermittent activity reports of Association officers, committees, task forces, divisions, or round tables.

Retention: Permanent.

 

Statements and Endorsements

This series documents statements and endorsements made by the Association pertaining to issues affecting libraries or librarianship in Oregon. The series includes:

  • the final statement or endorsement;
  • related documentation and correspondence.

Retention: Permanent.

 

Tax Records

This series documents the tax status of the Association. The series includes but is not limited to:

  • federal, state, and local tax exemption documents;
  • annual tax returns;
  • related documentation and correspondence.

Retention: Permanent for exemption documents; 7 years for all other records.

 

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