Take out duplicate, routine materials. Transfer records to the next chair. Preparing Records for Transfer Unit chairs must prepare records for transfer to the incoming chair and the TLA office. Preparing materials for these transfers includes organizing the records and insuring that the records are complete, with as few miscellaneous documents as possible. Examples Keep correspondence about TLA policy or important unit functions.
Correspondence can be e-mail, memos, transcripts or notes of phone conversations, for instance.
Keep documentation on WEB sites. Download the unit page every year and save the hardcopy. Do not keep notes to minutes. Keep the final minutes. If there are final reports that supercede previous drafts or reports that compile lots of work, keep only the final and definitive record, unless the drafts provide important commentary.