As one of Family Medicine's departments or residency programs, your role in preserving the history of Family Medicine is very important both in preserving the past and pointing to the future. Each Family Medicine department and residency program has a unique history. Together, these histories tell the story of the struggles, triumphs, and challenges that took place in setting up and directing each program. It is therefore vital that steps be taken to preserve the documents and artifacts of your department or residency program.
The Center for the History of Family Medicine (CHFM) is interested in collecting, organizing, preserving, and providing access to materials that document the development and evolution of Family Medicine departments in medical schools and Family Medicine residencies. The History Center is administered by the AAFP Foundation and is located on the fourth floor of the AAFP headquarters building in Leawood, Kansas, just outside of Kansas City, Missouri.
CHFM provides an ideal environment for the storage and preservation of your materials. It maintains a secure, climate-controlled environment for preservation and provides specialized care by professional staff trained in archival and museum methodology.
The History Center recommends that your records be considered for transfer to us when they are no longer used on a regular basis (usually after 3-5 years). Materials of enduring historical value that should be preserved include administrative, fiscal, historical, and legal records. When in doubt, contact the History Center staff for an appraisal.This may be done in person, over the phone, or by e-mail. Even if there is an archive, library or other historical repository to support preservation of your records, CHFM is interested in obtaining copies of written and/or oral histories and other records to add to its collection.
Guidelines for the Transfer of Materials from Family Medicine Departments & Residency Programs
Examples of materials appropriate for the CHFM include, but are not limited to the following:
- Annual reports
- Artifacts or other materials that exhibit activities of the department or residency such as party invitations, buttons, bumper stickers, hats, souvenirs, etc.
- Clippings about your department or residency
- Correspondence that documents the development and evolution of your program
- Histories about your program
- Lists of former and current directors, faculty and alumni
- Newsletters & other publications produced by your department/residency
- Pamphlets & brochures that advertise your program
- Photographs of department/residency activities, faculty, staff, and students
- Reports of special projects
Procedures for Transferring Your Department's or Residency's Records:
- Contact the History Center staff first. CHFM staff will evaluate your material to determine if it is appropriate to include in the Center's collections.
- Pack the material neatly in strong boxes with lids. Seal the boxes completely with packing tape. (Folders should be placed in the boxes with labels showing). Never "cram" material in a box. If necessary, use multiple boxes. If the last box is not full, wad up tissue paper or newspaper to fill the remaining space so materials don't fall out of the folders. The best kind of box to use is a 15" x 12" x 10" records storage carton that has handles and a lid. If at all possible, use the same size boxes because they will stack much more efficiently and are easier to mail or ship if necessary.
- Include a listing of folder titles or items in each box and keep one for yourself.
- Provide identification for unmarked items, such as photographs, artifacts or medical instruments. In the case of unidentified photographs, do not mark on the back of the photographs. Instead, write the description of the photograph on a separate piece of paper and place each paper behind the photograph it describes. Alternatively, label items with Post-It notes on the back of each image. For photographs with many people, photocopy the image and write the name of each person directly on the photocopy. (Please note: photographic negatives are just as important, if not more so, than the photographs because the best possible copies can be made from the original negative. If they are available, please send negatives to us along with the photographs.)
- If you are in the metro Kansas City area, you can drop off your donation to the Center at AAFP Headquarters, located at 11400 Tomahawk Creek Parkway in Leawood, Kansas. For security purposes, please do not make deliveries without telling the History Center staff that you are coming.
- If material is coming from outside the metro Kansas City area, ship your donation by using a reliable carrier. If some material is fragile, have these items professionally packaged and request tracking and/or insurance. If you have any questions, please contact the History Center.
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Donations
Guidelines for the Donation of Personal & Professional Papers
Guidelines for the Transfer of Materials from AAFP Constituent Chapters
Guidelines for the Transfer of Materials from Family Medicine Organizations
Guidelines for the Transfer of Materials
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