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APPENDIX A

ARCHIVAL RECORDS

Archives maintain records having historical value as well as

records which are permanently retained for legal or fiscal reasons. Although no list can be complete, the following are the most common types of records that merit archival retention.

announcements membership lists

annual reports minutes of meetings

articles of incorporation organizational charts

artifacts and souvenirs personnel documents

broadsides photographs

brochures planning documents

bylaws policy and procedure manuals

calendars and timelines position papers

charters posters

constitutions press releases

correspondence (especially issue- project files

related or decision-making) property documents

directives publications

financial statements publicity

fliers reports

goals and objectives scrapbooks

handbooks slides

histories special event invitations and

leaflets announcements

ledgers speeches

legal documents testimony

manuals videotapes

APPENDIX B

APPENDIX C

Principles of Archival Arrangement

.Original Order

Whatever method an organization uses for filing its current records, the arrangement should be preserved in the archives. Aside from correcting obvious filing errors and restoring order to sections of records that have become disorganized over time, any large-scale restructuring of the basic filing system is ill-advised. Archivists prefer that records be maintained in their original order whenever possible and refer to this practice as the "principle of sanctity of the original order." The original order is an important guide in interpreting and understanding records, revealing administrative process, the sequence of events in an organization, or some other organic activity. It is best to preserve this evidence for future users of the records.

.Provenance and Respect des Fonds

Related to the concept of original order is another principle central to archival theory known as "provenance" or "respect des fonds." The principle of provenance requires that the arrangement of archival records reflect the structure of the organization that created them. The records are arranged in a way that reveals the hierarchy of the records creator. Adhering to the principle of provenance preserves the evidential value of the records--evidence of the structure and functioning of the organization. Respect

des fonds is a French term for the same principle, which also prohibits mingling the records of different creators.

Thus, the principle of provenance discourages the wholesale rearrangement of organizational archives by subject or topic. Archivists have various ways to highlight information on related topics or subjects without obscuring the primary purpose of the archives, which is to document the organization, its structure and activities.

.Record Groups

Applying the principle of provenance facilitates the creation of record groups, the basic building blocks of archival arrangement. The record group in archival theory is a group of records related by activity or creator, for example, board of director's records, treasurer's records, etc. In other words, a record group exists for each functional body at the top leadership level of the organization.

APPENDIX C 2

.Subgroups

Subgroups are the next level of hierarchy. There is a subgroup for each functional subdivision under the record groups. In a board of directors record group, for instance, subgroups exist for any offices or functions overseen by the board, for example, board committees, fundraising, or publicity.

.Series and Subseries

Within the record group and subgroup, series are the next subordinate records grouped together based on their creation, activity, use, or form. Series within a board of directors record group could include annual reports, minutes, and correspondence.

Series subdivide even further into subseries when appropriate. For example, a correspondence series might divide into subseries for incoming and outgoing correspondence.

.File Unit

The file unit, also called the file, is the unit into which items are grouped for filing. For most paper records, a file unit is a folder containing several documents or items. A file unit could also be a computer disk, a videotape, or a bound volume.

.Document

The document is an individual item, whether a single memo, a 30-page annual report, or a photograph. Documents are grouped together into a file unit.

APPENDIX D

SOURCES FOR ARCHIVAL PRODUCTS AND SUPPLIES

Gaylord Bros.

Box 4901

Syracuse, NY 13221-4901

1-800-448-6160

Hollinger Corporation

P.O. Box 6185

5810 South Four Mile Run Drive

Arlington, VA 22206

703-671-6600

Light Impressions Corporation

439 Monroe Ave.

P.O. Box 940

Rochester, NY 14603-0940

1-800-828-6216

FAX 1-800-828-5539

University Products

P.O. Box 1010

Holyoke, MA 01041

413-532-3372

FAX 413-532-9281

APPENDIX E

ARCHIVAL REPOSITORIES IN THE CHICAGO AREA

Chicago Historical Society

Clark St. at North Ave.

Chicago, IL 60614

(312) 642-4600

Material relating to social, political, and business conditions in Chicago, along with materials on the city's ethnic, racial, and community history, as well as on its cultural, religious, educational and other affairs from the city's earliest days to the present. The great bulk of holdings are from 20th- century Chicago people, groups, organizations, and firms.

Chicago Public Library

Special Collections Division

78 E. Washington St.

Chicago, IL 60602

(312) 269-2926

Civil war collections, Chicago neighborhoods collections, records of the Chicago Public Library, records from Chicago's World's Fairs.

DePaul University Archives

2323 N. Seminary

Chicago, IL 60614

(312) 341-8088

Primarily University operating records and faculty publications.

DuSable Museum of African American History

740 E. 56th Pl.

Chicago, IL 60637

(312) 947-0600

Materials are mostly from the Chicago area, documenting the history of African American people, organizations, and institutions.

APPENDIX E 2

Loyola University of Chicago Archives

E.M. Cudahy Library

6525 Sheridan Rd.

Chicago, IL 60626

(312) 508-2661

Primarily the official records of the University and related records of the University community, as well as records documenting the Chicago Catholic community.

Newberry Library

60 W. Walton

Chicago, IL 60610

(312) 943-9090

Materials date from the 18th century to the mid-20th century and concentrate on Midwestern individuals and organizations, especially those involved in the book trades, publishing, the arts, and Chicago literary and social organizations.

University of Chicago Archives

1100 E. 57th St.

Chicago, IL 60637

(312) 962-8705

Records documenting the university's history; also organizational records and personal papers in all fields of the humanities, social sciences, physical and biological sciences, and social welfare.

University of Illinois at Chicago

The University Library

Special Collections Dept.

P.O. Box 8198

Chicago, IL 60680

(312) 996-2742

Records relating to Chicago history, especially in the areas of economics, commerce, immigrants, social welfare, urban history, women, politics, publishing, art and design. Materials date from the Chicago pre-fire era to the current time.

APPENDIX E 3

For a more complete listing of archival repositories in Chicago and surrounding areas, see:

Borntrager, Conrad and Michael J. Grace,

Kevin B. Leonard and Stephen McShane, eds.

Archival and Manuscript Repositories in Metropolitan Chicago

and the Calumet Region of Northwest Indiana. Chicago: Chicago Area Archivists, 1986.

This publication is available in many area libraries and at most local archives repositories.

APPENDIX F

GLOSSARY

The following definitions are adapted from: Evans, Frank B, and Donald F. Harrison, and Edwin A. Thompson, comps., "A Basic Glossary for Archivists, Manuscript Curators, and Records Managers," American Archivist, 37:415-433 (1974).

Administrative Value - The usefulness of records to the originating or succeeding agency in the conduct of current business.

Appraisal - The process of determining the value and thus the disposition of records based on their current administrative legal, and fiscal use; their evidential and informational or research use; their arrangement; and their relationship to other records.

Archival Integrity - The standard that requires that archival holdings be identified and arranged by provenance, maintained in their original filing order, and preserved in their entirety.

Archives - The noncurrent records of an organization or institution preserved because of their continuing value; also known as archival materials or archival holdings. Also, the agency responsible for the administration of archival materials.

Archivist - A person responsible for or engaged in the management of archives.

Arrangement - The process and result of organizing archives in accordance with accepted archival principles. The process usually includes packing, labeling, and shelving of archives and is intended to achieve physical or administrative control and basic identification of the holdings. Also known as processing.

Correspondence - Letters, postcards, memoranda, notes, and any other form of addressed, written communications sent and received.

Current Records - Records necessary for conducting the current business of an office. Also known as active records.

Deed of Gift - A signed, written instrument containing a voluntary transfer of ownership of archival records. This frequently takes the form of a contract establishing conditions governing the transfer of ownership and specifying any restrictions on access or use.

Deposit - Archives placed in the physical custody of a repository without transfer of ownership.

APPENDIX F 2

Disposition - the actions taken with regard to noncurrent records following their appraisal. This may include transfer to the archives or disposal/destruction.

Document - Recorded information regardless of medium. Also known as a record.

Evidential value - The value of those records of an agency that are necessary to provide an authentic and adequate documentation of its organization and functioning.

File - To place documents in a predetermined location according to an overall plan of classification.

Finding Aids - The descriptive guide created by an archival agency to establish physical or administrative and intellectual control over archival records.

Informational Value - The value of records that derives from the information they contain about persons, places, and subjects of interest to organizations, rather than about the functioning of the organization itself.

Inventory - In records management the term is used to describe a survey of records prior to disposition or the development of records retention schedules.

Noncurrent Records - Records no longer needed in the conduct of current business and can therefore be transferred to the archives or, if appropriate, destroyed.

Preservation - The provision of adequate facilities for the protection, care, and maintenance of archives. Also, specific measures to repair, maintain, restore, or protect documents.

Provenance - The organization, office, or agency that created the records in the conduct of its business. Also, the principle in archival theory that archives of a given records creator must not be intermingled with those of other records creators. Also referred to by the French term, respect des fonds.

Record Group - Records maintained as a unit because they were create by a distinct administrative unit and document organizational relationships.

Records - All recorded information made or received and maintained by an organization in the transaction of its business.

APPENDIX F 3

Records Management - An area of general administrative management concerned with achieving economy and efficiency in the creation, use and maintenance, and disposition of records.

Records Retention Schedule - A document governing, on a continuing basis, the retention and disposition of the records of an organization. Also known as a retention schedule or records schedule.

Repository - A place where archives are kept. Also known as a depository.

Respect des Fonds - See "Provenance"

Semicurrent Records - Records no longer needed on a regular basis, but which are referred to on occasion and are not yet ready for final disposition to the archives or to be destroyed.

Series - Records maintained as a unit because they relate to a particular subject or function, result from the same activity, have a particular form, or because of some other relationship. also known as a records series.

Weed - To discard records lacking archival value.

APPENDIX G