Information for Alexian Brothers Ministry Sites

Instructions for sending records to Archives

1. Please use the Records Retention Schedule and the attached checklist to determine which records to send to Archives. If you are unsure, contact the Archivist. It is better to send the records and let us decide if it is archival than to destroy them and risk losing significant historical information.

2. Do not send active records. The records held in Archives are for historical research. Send only records that are inactive and are past their retention period. Do not send records that are needed for legal, fiscal, or administrative purposes.  In the case of meeting minutes, send them after four years, or whenever their useful period is past.

3. Try to send records to Archives only one time per year. We are dealing with over twenty entities that submit records to Archives, in addition to the many inactive ministries and corporations whose records we collect. We do not have the time or space to maintain a filing system or to sort records that are received piecemeal. An archives works best when complete files are sent all at one time.

4. Please use only the small (1.2 cubic feet) boxes like the Fellowes 703 or copy paper boxes. The larger ones are too heavy to lift and do not fit on the existing shelving.

5. Pack the boxes using the original file folders or binders with the original labels. These contain valuable information that we can use to arrange and describe the records.

6. Type an inventory listing of all files in the box. Use the file folder names so that we can match them. Try to be as descriptive as possible. Make sure you include your name, telephone number, your department or division, and the date. Print a copy to place inside the box, and one more copy to give to us so that we know what is in each box and can number them. Keep a record for yourself so that you know which files you have sent to Archives.

7. Send the boxes to Alexian Brothers Archives, 3040 Salt Creek Lane, Arlington Heights, IL 60005. They must be sent by mail or a delivery service, since we do not have any staff to pick up the boxes from each location.

 

CHECKLIST

If you answer "Yes" to any of these questions, the file should be transferred to the Archives when it becomes inactive. If you are not sure, contact the Archivist. 

 

DOES THE FILE:

Concern the origin, development, and accomplishments of the department or program?

Document the major functions or significant activities of the department? (No patient or medical records)

Concern policy and procedure decisions or directives? 

Contain unique data about persons, organizations, things, problems, and conditions with which the
department dealt?

Consist of minutes from committees, sub-committees, department meetings, conferences, etc.?

Have intrinsic value? (some unique factor such as age, content, usage, signature, seal, or aesthetic quality)

Contain the results of surveys, studies and other significant reports? 

Consist of official publications such as annual reports newsletters, directories, press releases, and other in house publications?

Consist of newspaper clippings or external publicity?    

Contain photos of Brothers, staff, groups, buildings, events?   

Document special events such as groundbreakings, anniversaries, dedications, etc.?

 

© Alexian Brothers Provincial Archives, 2008