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MAALL Archives
The Mid-America Association of Law Libraries originated in 1973 to promote law librarianship as well as develop and increase the usefulness of law libraries. The MAALL Archives are intended to be a depository of significant information about the organization and its members.
Location of MAALL Archives:
The University of Illinois ( http://web.library.uiuc.edu/ahx/ ) is the repository for the American Association of Law Libraries archives. As a part of that agreement, the MAALL archives are also housed at the University of Illinois.
Archivist:
The MAALL Secretary is responsible for collecting, selecting, sorting, arranging, and forwarding archival materials to the archives.
Materials Retained and Transfer Guidelines:
Two categories of information are retained in the MAALL archives:
- Information relating to the business of the chapter (officer files, committee files, meeting minutes, Treasurer=s reports, etc.)
- Publications of the Chapter (MAALL Markings, directories, brochures, annual meeting materials, etc.)
Secretary's Duties:
- The Secretary is responsible for notifying incoming officers and committee chairs of their archival duties, the types of materials they will want to retain for the archives, and MAALL=s archival policies.
- The Secretary will be responsible for collecting meeting minutes, Treasurer=s reports, and other official records, and transferring them to the MAALL archives.
- The Secretary will collect officer files and committee files, and after review, transfer retained materials to the MAALL archives. The Secretary should contact any officers or committee chairs who have not sent archives materials within four months after the annual meeting.
- The Secretary will be responsible for assembling the annual meeting program materials and sending them to the archives.
- Until a policy is written regarding archival of electronic material the Secretary will ensure non-print publications are printed and sent to the archives for retention.
Outgoing Officers and Committee Chairs' Duties
- Outgoing officers and committee chairs should contact their predecessors if no materials are received within two months after the annual meeting
Incoming Officers and Committee Chairs' Duties
- New officers and committee chairs should contact their predecessors if no materials are received within two months after the annual meeting.
- After reviewing the files, new officers and committee chairs should send unneeded materials to the Secretary to review for the archives. Generally, the new officers and chairs should only retain files from the previous two years. However, older materials may be retained if needed. If material more than five years old is needed, it should be copied and the original sent to the Secretary. The copies should be marked to indicate that the originals have gone to the archives so the next officer or chair is aware these materials do not need to be copied or sent to the archives.
The MAALL Archives will adhere to the guidelines provided in the AALL archives policy available at http://www.aallnet.org/about/policy_archives.asp
These policies outline specific items to be transferred, records which should not be transferred, how the materials should be sent, consultation, copying and publication guidelines.
12/02/02rev
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