Governance / Archives Task Force Meeting: December 4, 2023

Archives Task Force Meeting: December 4, 2023

Zoom / Conference Call

Members attending: Alex Altan (Prairie State College), Jeannette Bruno (City Colleges of Chicago), Rebecca Fitzsimmons (Illinois State University), Pam Hackbart-Dean, chair (University of Illinois Chicago), Ashley Howdeshell (Northeastern Illinois University), Steve Kerber (Southern Illinois University Edwardsville), Michelle Miller (Abraham Lincoln Presidential Library and Museum), Elaine Fetyko Page (Elmhurst University), Meghan Ryan (National Louis University)

Members absent: None

CARLI Staff attending: Elizabeth Clarage, Martin Kong, Sara Mercurio, Annie Serrano

Decisions

  • The November 6, 2023 meeting minutes were approved.
  • The Task Force will submit the revised Archives Task Force—Call for Documentation (working title) article for inclusion in the next CARLI newsletter.
  • First call for documents to the CARLI membership will be for mission, vision, collection development policy, and deeds of gift.
  • An archives resource list will be started in Box.

Tasks Assigned

  • Minutes taken by Rebecca Fitzsimmons.
  • Michelle Miller will make final edits to the newsletter article and submit it to Elizabeth Clarage and Martin Kong by Friday, December 8, 2023, for inclusion in the next CARLI newsletter.
  • All Task Force members will continue to add mission, vision, collection development, and deed of gift documents to the administrative folder in Box. 

Announcements

Discussion

  • The Task Force discussed minor revisions to the first CARLI newsletter article. 
  • Discussion of other documentation that should be included in the Box administrative folder, with the goal of being more specific in each call for documentation.
    • Inclusion of forms such as usage, transfer and/or donation forms; loans; copyright; digitization; etc.
    • Organization of documents to make it most useful for users, with a special focus on how someone coming to the resource/documents lists with no prior archives experience might find it most helpful in getting started.
  • Prioritize mission, vision, collection development, and deed of gift documents as the core, most basic documents to get started. 
    • Discussion of order of requesting documents/materials from members and how to arrange them beginning with most basic “get-started” documents.
    • Potential of Task Force creating supplemental videos/educational materials to help people beyond the documentation examples—topics such as declining materials, identifying what falls out of collection scope, etc.
  • Start a list of readings and other resources related to archives. 
  • Point of clarification on the difference between the annual and board reports: 
    • Board report: Status of the charge, can make the case if needed that that Task Force has a very large charge and should continue beyond the one-year term.
    • Annual report: Updates on what the committee has accomplished during the year; official Archives Task Force year is July 1, 2023-June 30, 2024.

Next Meeting Dates and Deadlines

The Archives Task Force will meet next on January 8, 2024 at 10:00 a.m.

Task Force Meetings:
January 8, 2024: Minutes taker – Pam Hackbart-Dean
February 5, 2024: Minutes taker – Ashley Howdeshell
March 4, 2024: Minutes taker – Steve Kerber
April 1, 2024: Minutes taker – Jeannette Bruno
May 6, 2024: Minutes taker – Meghan Ryan
June 3, 2024: Minutes taker – to be determined

Deadlines:
December 8, 2023: Call for documents article submitted for CARLI newsletter
February 22, 2024: Task Force Report to Board
May 31, 2024: Task Force Annual Report