Records Management Guidelines for States and Branches
Caring for the state or branch records that have accumulated over the years can be overwhelming, whether you face sorting through years of untouched records or have a well-organized collection.
Are you confronting overflowing file cabinets? Do you have archival records stored in multiple locations? Are you uncertain about what to save and what to throw away?
Having a records management process can help solve these problems and provides numerous benefits, such as
- improving the access to your records,
- ensuring that your branch or state is complying with financial and legal requirements,
- providing continuity of information through membership and leadership changes,
- ensuring that there is a solid rationale for what is kept and what is discarded,
- freeing up physical storage and computer space,
- safeguarding vital information contained in the records, and
- documenting the contributions of your branch or state’s history to ensure that your legacy is preserved.
How to Get Started
You know how important your state or branch records are, but how do you get started with records management? AAUW has the resources to help you get started and to assist you throughout the records management process.
First, you need to determine whether something is a record or not. A record is any document or material produced or received in the course of the work of your branch or state. This list of questions that will help you determine what constitutes a record.
There are many types of materials you will run across while sorting through archival materials. Some will not need to be saved, and it’s helpful to know what you can discard. Here is a list of common materials that are not considered records.
These additional resources can also help you with the records management process.
- Guidelines for Handling Digital Records Stored on your Computer, Discs, Flash Drives
- Helpful List of What to Save and What to Toss
- A Sample Records Retention Schedule
- Records Management Practice Exercise
All these resources can be found in the AAUW Records Management Guidelines for States and Branches.Download the AAUW Records Management Guidelines