ADVERTISING AND MARKETING DIVISION PROCEDURES MANUAL

BACKGROUND:

An ARCHIVES should be maintained by each Division. Arrangements of the archives should be consistent within all Divisions. The ARCHIVES should contain non current documents and relevant correspondence (no thank you notes, arrangements for meetings, etc.) received from the outgoing chair and considered "closed." All items should be of policy or controversial nature. A copy of all publications reflecting the development of the Division or Section as well as one issue of each bulletin should also be included.

Administration of the archives may be the duty of an appointed person or additional function of an elected officer as defined by the bylaws of the Division . The best qualified archivist undoubtedly would be one with considerable experience in various offices of the Division. Willingness to accept this post on a long term basis might well be a determining factor in the selection, since continuity of records is of prime importance.

ARCHIVES ARRANGEMENT:

General: (Material pertaining to the Division or Section as a whole.)

BY LAWS. A copy of the Division and Section Bylaws, all revisions and amendments.

HISTORY. Anything that pertains to the establishment and growth of the Division and Section not included in specific designations.

MEMORIALS AND AWARDS. Special recognitions bestowed on the Division or Section or its members.

MINUTES. The original copy of minutes of all meetings.

PUBLICITY. Clippings, comments, photographs, etc., regarding the Division or Section, its members, and member libraries which appeared in publications of non Division or Section origin.

Officers:

ROSTERS. An annual list of officers and committees.

EXECUTIVE COMMITTEE. Minutes and reports original copy if available.

CHAIR AND CHAIR ELECT. Annual reports to Division Liaison Officer SLA Board of Directors and other materials of lasting importance.

SECRETARY AND TREASURER (Secretary Treasurer). Treasurer's reports and account books. (Bank statements, canceled checks and receipted bills should be held for six years plus the current year for legality.) Secretary minutes are filed in the General Section under MINUTES.

Committees:

A folder for each committee including those obsolete or disbanded with appropriate disposition. File alphabetically by committee name. Retain copies of reports and other materials pertinent to activity action.

DUTIES:

1. The Archives Chair should receive all archival documents from outgoing and continuing Board Members and Committee Chairs, immediately after the Annual Conference.

2. Should submit any request for funds at the Division's Executive Board meeting.

3. Alert the Division Chair immediately if documents have not been forwarded or are missing.

4. Respond to requests from Board members and Committee Chairs for information or documents from the Division Archives.