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HISTORIAN

Division Historian - Ellie Jessum

Division Archivist - Gregor Trinkaus-Randall

Archives Program Information

National Ski Patrol Eastern Division

Archival Records Selection Criteria

The intention of these guidelines is to assure that the most relevant records of the Eastern Division are collected and preserved in the context of the space, fiscal and human resources available. It is also intended to identify and select those records created or received by the Division and its subunits which provide a complete and accurate picture of the Division over time. Specifically, these record should document organization and governance, key functions and activities, major developments and achievements, and relationships with various stakeholders. In addition, the records should be able to show:

• what the Division and the various subunits of the Division did
• when, where and how it was done
• why it was done in a particular way
• who the key staff involved were and why
• what the results of it were
• what impact it had, and whom it affected

In essence, the idea is to document higher level functions of the Division or its units (such as policies or procedures and changes to the same) rather than transactions (such as invoices, ledgers, or non-substantive communications). For the most part, the only records that should be included are records created by the Division and its subunits, the exception being records that supply the context for a change in the Division's policies or procedures. For example National Board records would only be included in the Division records if they had a direct effect on a Division policy.

Examples of some document types that usually meet these criteria (please note that this are just a few examples, and that many other document types may meet the criteria listed above):

• Charters
• Incorporation records
• Constitutions and by-laws
• Minutes and agenda
• Substantive communications (correspondence, memos, telegrams, etc.)
• Reports (annual and financial)
• Membership lists
• Newsletters or other publication—one copy of each issue or instance
• Statistics
• Procedure manuals
• Training curricula and documentation
• Statistics
• Photographs

Questions? Please contact:

Peter Carini

College Archivist, Dartmouth College

(603) 646-3728

peter.carini@dartmouth.edu

Archives Labeling

Unit Name:  _________________________________________________________

Type of record:  _____________________________________________________

Contact:  ___________________________________________________________

Example:

Unit: Southern Vermont Region, Ascutney Patrol, Director

Type of Records: Reports, member lists, correspondence, Division newsletters

Contact: Ron Krause PO Box 59 Williamsville, VT 05362-0059 rkkrause@sover.net