South Central Chapter of the Medical Library Association records
The South Central Chapter (SCC/MLA) is one of 13 chapters of the Medical Library Association (MLA), a professional organization of individuals and institutions in the field of health sciences librarianship, serving the south central states of Arkansas, Louisiana, New Mexico, Oklahoma, and Texas. Upon a signed agreement in 2007, The McGovern Historical Center (MHC) of the TMC Library is the official repository for the institutional archives of the South Central Chapter of the Medical Library Association (SCC/MLA). Members of SCC/MLA deposit the records of the organization annually, and they have access to the materials. The information on this page is intended to facilitate the SCC/MLA membership to use and contribute to their archives.
Collection ID: IC 036
Collection Title: South Central Chapter of the Medical Library Association records
Size (2022): 40 boxes equaling 21.5 cubic feet
Inventory available and searchable at https://archives.library.tmc.edu/ic-036
About the Collection
The SCC/MLA records contain organizational history, photographs, bylaws, reports, policies, annual meeting records, executive board records, meeting minutes, committee documents, local arrangements materials, membership directories, procedure manuals, newsletters, oral histories, and digital media. The collection documents the activities, people, membership, leaders, and committee work of the SCC/MLA.
Materials also include records related to:
Hospital Library Interest Section
Texas Council of Health Libraries
South Central Academic Medical Libraries (SCAMeL) Consortium
Maintain original order of the records. For instance, remove records from your filing cabinet, keeping files in order. If you used binders to organize your records, submit the binders as is. When we process the collection, we will remove the content in the order maintained in the binder. Binders will be discarded.
Ideally, place records in standard document boxes (12″ w x 15″ l x 10″ h). Contact the Archives staff if you have:
odd-sized items that do not fit in document boxes
any born-digital items (floppy disks, hard drives, or other computer equipment that contain related records)
Try to fill boxes. If more than one record group is in a box, separate each group with a labeled sheet of paper.
No hanging files. If you must submit hanging files, please do not hook hanging files on the box edges. This keeps lids from fitting on boxes.
If sending confidential or restricted records, please indicate “Restricted” clearly on the box label.
Label the boxes
Use the attached label template to label each box. The template provides two labels per page, so you can print several of these forms and complete them as you pack boxes.
Please complete the portion below the double-line.
Affix a label to each box or place in each box on top of contents.
Provide the following information indicated on the label:
Box #: Number boxes (1-99999) as you pack them, maintaining original order.
Date Range: If indicated on the folders, provide the years in which the files are dated. If dates are not readily available, provide an estimated date range.
Description: Provide a brief description of the contents, indicated on the folders) in the box. For example, you can note various folder labels found within the box. This will provide general and immediate access to the records before a more detailed inventory is created.
Provide brief list of contents (optional)
Provide a general inventory of the submission that includes the number of boxes and their content. You can use the provided spreadsheet template (IC036-Submission-inventory_yyyymmdd.xlsx) to complete the inventory.
Deliver the materials
If local, contact Archives staff to schedule a date and time to bring the materials to the Archives.
Notify Archives staff that materials have been shipped. Provide estimated delivery date and tracking information. We recommend using a carrier that provides shipment tracking to ensure the materials arrive safely.
Send the Inventory to the Archives prior to shipping or delivering the collection.
We will contact you to confirm when materials are received by the Archives.
Guidelines for Collecting
According to the SCC Procedures & Guidelines for collecting archival materials:
SCC Secretary collects all documents to be deposited to the SCC/MLA Archives.
Materials should be submitted by December 31st each year.
The entire collection is searchable. Members can search and request materials from the collection.
Also, you can add descriptive information to the collection. We invite SCC members to enhance the collection’s descriptive content via the “Help describe this collection!” link in the collection page under Notes element. In the General Notes section, click the link Help describe this collection!