The ALA Archives collects, preserves, and provides access to inactive records of enduring value from ALA units (offices, divisions, committees, round tables, etc.), members’ papers as they relate to ALA activities and librarianship, and manuscripts and records on the history of librarianship.
Material should be transferred in the order which the creator maintained it. A transmittal form briefly identifying the material and describing the activity and ALA Unit to which it relates should accompany the shipment.
Detailed instructions on depositing and shipping records to the ALA Archives can be found here: Accessioning to the ALA Archives. These criteria are intended as a general guide. If there are questions about the retention or disposal of specific records, please contact the archives.
Always contact the ALA Archives BEFORE sending out materials.
Transmittal Form
Before sending out your boxes, please fill out a transmittal form for the entire set of boxes that you are accessioning to the archives. Make sure a copy of the form is in each box you send as we often get shipments from multiple sources at once, and it is also useful to send us a copy of the form via email for us to have on hand. You can find a link to a copy of the form and an example form below:
ALA Unit Records
Records to be transferred include:
- Official records: constitutions, by-laws, minutes, transcripts, rosters, etc.
- Office files: correspondence, memoranda, and subject files concerning office activities
- Historical files documenting policies, decisions, committee reports, questionnaires, events, speeches
- Publications: one record copy of all books, programs, journals, monographs, newsletters, brochures, posters, and announcements published by ALA unit
- Audio-visuals: photographs, sound recordings, films, and videos
- Personal papers of members which relate to ALA and librarianship, see “Personal Papers” section below for further guidance
- Charts and maps
Records that should not be transferred include:
- Records of specific financial and membership transactions
- Letters of transmittal where the date and routing information is on the document transmitted
- Requests for publications or information after the requests have been filled
- All blank forms and unused printed or duplicated materials
- All duplicate material: keep only the original copy and annotated copies
- Books, research papers, journal articles, and reprints written by other associations or companies
- Replies to questionnaires if the results are recorded and preserved in the archives or a published report
Personal Papers
The ALA Archives accepts the papers of members and ALA staff as they relate to their work with the association and other library associations, and their career in librarianship. For personal papers not directly related to librarianship or libraries, please consult the Archives prior to transfer.
Materials for transfer may include, but is not limited to:
- Correspondence
- Library education files: materials from teaching or attending library education courses, workshops, seminars
- Project files for events, initiatives, studies, grants, task forces, etc.
- Library association files: materials and notes accumulated from volunteer work in ALA or other library association committees, round tables, divisions/sections, working groups, etc.
- Work files: materials and notes accumulated from work in libraries, library education, or other library adjacent related career
- Interviews or oral histories
- Audio-visuals: Photographs, video and sounding records, films, etc.
- Scrapbooks relating to library or association activities
- Publications: one copy of articles, books, reviews, white papers, reports, or other works
- CV/resumes, biographical sketches, and articles about the donor/record creator
Artifacts
Because of the limited ability to care for 3D artifacts, please consult the Archives prior to transfer. This includes tote bags, shirts, pens, mugs, and other non-paper based promotional items.
Sending Materials
Always contact the ALA Archives before sending materials. Archival materials can be sent to the following address:
American Library Association Archives
University of Illinois Urbana-Champaign
1707 South Orchard Street
Urbana, IL 61801
Updated 4/20/2026