National Ski Patrol
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ARCHIVIST
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
- Photographs
Questions? Please contact:
Peter Carini
College Archivist, Dartmouth College
(603) 646-3728
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