What to Collect

Statewide Records

Records should be collected by the LAUC Secretary or LAUC Records Coordinator and transferred annually to the statewide archive at UC Berkeley, to the attention of the University Archivist. Documents types include:

General

  • Rosters (executive board and committees)
  • Constitution and bylaws (when revised)
  • Election slate of candidates and final elections counts (only)
  • Correspondence of the chair in a single chronological sequence (old to recent). Electronic correspondence (email) regarding issues, policy concerns, general membership communications, etc. which directly relates to LAUC business (no personal messages) may also be appropriate for transfer. Please contact the LAUC Archivist.
  • Annual Summary Report of LAUC President
  • Agendas and minutes of the executive board meetings and the general assemblies
  • Position papers and statewide publications
  • Photographs, video, and/or documentation of statewide special events (ex: LAUC 50th anniversary)

Committees (Standing, Liaison, Task Force, Ad Hoc, etc.)

  • Rosters
  • Charge (also for ad hoc committees and task forces)
  • Annual and other significant reports
  • Position papers

Division Records

Recommendations for division leaders in maintaining local archives. These records should not be sent to LAUC Archives.

Current records

Vital records

  • Roster for the divisional executive board and committee chairs
  • Organizational chart listing standing committees, ad hoc committees, task forces, and liaisons
  • Constitution and bylaws for the division (when revised)
  • Annual summary report of the division Chair

Non-vital records

  • Agendas and minutes of divisional executive board
  • Divisional publications

Non-current records

These records should be transferred to the divisional archive. Document types include:

General

  • Rosters for the divisional executive board and committee chairs
  • Organizational chart listing standing committees, ad hoc committees, task forces, and liaisons
  • Constitution and bylaws for the division, and revisions thereof
  • Election materials (slate of candidates and final elections counts only)
  • Correspondence of the chair in a single chronological sequence, if determined valuable at the division level
  • Annual summary report of the division chair
  • Agendas and minutes of membership meetings and divisional assemblies
  • Position papers
  • LAUC divisional publications
  • Photographs of division events
  • Documentation of special events (ex: anniversary)

Committees (Standing, Liaison, Task Force, Ad Hoc, etc.)

  • Rosters
  • Charge (also for ad hoc committees and task forces)
  • Annual and other significant reports
  • Position papers

Do NOT transfer (statewide or divisional)

  • Financial info (e.g., accounts payable/receivable, bank statements, invoices, etc.)
  • Confidential documents (e.g., tenure and advancement files, social security numbers, and other private data)
  • Draft documents (e.g., minutes, summary reports, etc.)
  • Email accounts (unless wholly used for official LAUC business; please consult the LAUC Archivist)
  • Incidental correspondence among committee members
  • Mailing lists (paper and electronic)
  • Program arrangement files
  • Vouchers