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.
