APPENDIX A & APPENDIX B

Appendix A

Storage and Labeling Requirements for Different Kinds of Records

Audiocassettes-

all audiocassettes should be labeled by contents, date, speaker or source, and a brief description. Audiocassettes should be used only to cover programs that cannot be documented in any other way. Audiocassettes are not an archival medium that the Texas State Archives Commission recommends. Audiocassettes should not be used to document minutes or other meetings. Any audiocassette that is saved should be stored in its plastic casing, which should be labeled by date of event and the name of the event.

Clippings-

if unit files contain clippings, the clippings should be identified by date, source, and city. Whenever possible, photocopies of clippings should be kept in lieu of the original item on newsprint, which is highly unstable paper that deteriorates quickly and may damage other records.

Electronic records/data files-At present, the TLA archives do not contain electronic data files. Any important information should be printed to hard copy for the archives. Electronic data files may, however, be sent to incoming unit chairs for their use/reference. Electronic files will not, however, be made part of the final TLA archives, so chairs must be certain that important electronic information is reproduced on paper.

Paper Records-

all paper records should be kept in standard file folders which are appropriately labeled (see Appendix B for example of labels).

Photographs-

all photographs should be identified, individually if possible. Rolls of conference photographs, for instance, should each be identified by the event, persons involved, and the date. Where possible, the photographer should be noted.

To label photographs, do NOT write on the photographs front or back. Type out a sheet that lists the photographs and identifies them as noted above. Where there are negatives for a given set of photographs, the negative should be kept with the photographs, so as not to lose their connection. Whenever possible, negatives should remain in their original plastic sleeves.

If the committee needs to have archival photographs made for any particular event, the unit should consider black and white photographs; they offer a much more stable medium and will outlive (in archival terms) color photographs by many years!

Slides-

all slides should be labeled. If the slides comprise a presentation, then they should be labeled numerically, by presentation title, event where they are presented, date, and the compiler of the presentation. If there are only a few slides, they should be individually labeled. All slides should be kept in slide boxes and should be kept out of the light.

Videocassettes-

all videocassettes should be labeled by title, date, filmmaker, and a brief description. If the videocassette contains more than just one single element, all respective segments should be identified as stated above. The videocassette should be kept within its casing.

Other-

contact the TLA archivist for guidelines relating to any other medium.

Appendix B: Archival Series and File Titles

Here is a sample breakdown of some of the types of records produced by TLA.

Suggestions and corrections for these pages? Please send email to maryanne@txla.org
Copyright © 2000 by the Texas Library Association