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Topics - Danharms

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46
Sept 21m 2012 @SUNY Empire, Saratoga Springs / Archives Report
« on: September 20, 2012, 11:22:42 AM »
I'd still like to use Buffalo as the site for any digital depository for SUNYLA materials, if possible.  At present, they are searching their University Archivist position, so some of this might have to be delayed until that person comes on board.

Please let me know if you have any questions or concerns regarding this.

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June 6, 2012 @FIT, New York City / Archives Committee Report
« on: June 01, 2012, 04:57:19 PM »
No report at this time.

UPDATE:  Sorry - I decided the best thing to do was to get in touch with Buffalo, as having everything in the same "place" would be the best case scenario.  They're conducting a search for an archivist at the moment, but I've been referred to the interim archivist for information.

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Nov. 16, 2011 @ FIT / Ad Hoc Archives Committee
« on: November 10, 2011, 01:54:43 PM »
Ad Hoc Archives Committee Report
Dan Harms, Chair

Thanks to everyone who's gotten me their archives plans.  I think the only area that still needs a plan for development is the Second Vice President, as the conference is such an important part of what we do.  With that in mind, I have contacted the current and most recent 2nd VPs for their input.

I'd also like to explore adding a page to the SUNYLA site which would direct previous members to send their documents to Buffalo, along with links to a few relevant documents.

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Sept. 23, 2011 @ Cortland / Archives Ad Hoc Committee Report
« on: September 22, 2011, 10:13:34 AM »
Three publishers - for a long book, a short book, and an article in an edited anthology - all set deadlines for this month for the committee chair.  He will return to examining our needs for documentation as the fall progresses.  In the meantime, continue to send appropriate material to the archives at SUNY Buffalo Special Collections.

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March 11, 2011 @ Dutchess / SUNYLA Archves Committee Report
« on: March 10, 2011, 01:57:01 PM »
SUNYLA Archives Ad Hoc Committee Report
Dan Harms, Chair

March 9, 2011

The following are the current draft archives plans for various areas in SUNYLA (save for the president’s, which was lost in a hard drive crash and being recovered).  I’m going to run them by the committee for more feedback. 

I would encourage others to submit their plans.  I’d especially like to get one from the second vice president, as the conference is such an important part of our association.

Sincerely,

Dan

SUNYLA Archives Plan – 1st Vice-President/President-Elect

The 1st VP shall save:
•   Official correspondance (resolutions, letters, etc. sent or received by the 1st VP on behalf of the organization)
•   Other documents deemed important to preserving the history of the organization

These documents shall be submitted in paper form to the SUNYLA Archives housed at the State University of New York at Buffalo. Printouts of electronic documents should be accompanied by electronic copies in PDF format or another form selected for its long-range usability.

Collected materials (and electronic copies as appropriate) will be submitted upon leaving office.

Please see the SUNYLA Archives Policy for further information.


SUNYLA Archives Plan – Secretary

The Secretary shall save:
•   Approved Minutes of Council and Executive meetings
•   Official correspondance (resolutions, letters, etc. sent or received by the Secretary on behalf of the organization)
•   Election documents (ballot, candidate statements, etc.)
•   Other documents deemed important to preserving the history of the organization

These documents shall be submitted in paper form to the SUNYLA Archives housed at the State University of New York at Buffalo. Printouts of electronic documents should be accompanied by electronic copies in PDF format or another form selected for its long-range usability.

Collected materials (and electronic copies as appropriate) will be submitted per the following schedule:
•   Minutes:  by August 1 of each year (Minutes still need to be posted on the SUNYLA website, this does not replace that)
•   Correspondance:  upon leaving office
•   Election documents:  upon leaving office
•   Other:  upon leaving office

Please see the SUNYLA Archives Policy for further information.


SUNYLA Archives Plan – Treasurer

I guess my plan would be that then.

1.   Retain everything, so far as is possible, either in print or online form.
2.   Once a year (conference time makes sense to me) give copies of the year’s treasurer’s reports to someone in charge of taking them to the archives (or mail them if that’s easier).  This might be superseded if the reports are submitted to the archives in conjunction with the minutes.
3.   Attempt, as time allows, to evaluate remaining documents for importance and send copies to archives as appropriate. Once “the box” has been evaluated, this should be done as the documents are produced, for instance if I create a report for a particular purpose, or a vote happens on something affecting the treasury, make a copy then and send it to the archives, so it doesn’t get lost in a pile.


SUNYLA Archives Plan – Web Manager

The Web Manager shall, in accordance with the SUNYLA Archives Plan, submit a copy of the SUNYLA website, in print and electronic format, as it appears at the end of a membership year.

Any relevant correspondence shall also be submitted.


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June 16, 2010 @ Brockport / Ad Hoc Archives Report
« on: June 14, 2010, 04:59:32 PM »
I have yet to see any Archives plans from anyone, though I have yet to read those on the forums already.

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