Archives Task Force Meeting: November 11, 2024

Zoom / Conference Call

Members attending: Alex Altan (Prairie State College), Matthew Gorzalski (Southern Illinois University Carbondale), Pam Hackbart-Dean, chair (University of Illinois Chicago), Marcella Lees (Southern Illinois University Edwardsville), Elaine Fetyko Page (Elmhurst University), Meghan Ryan (National Louis University)

Members absent: Jeannette Bruno (City Colleges of Chicago), Rebecca Fitzsimmons (Illinois State University), Ashley Howdeshell (Northeastern Illinois University)

CARLI Staff attending: Elizabeth Clarage, Martin Kong

Decisions

• The October 10, 2024 minutes were approved.
• The Task Force would like to continue past the current June 2025 sunset date and at the December meeting will discuss a request to the CARLI Board to become a standing committee.

Tasks Assigned

• Minutes taken by Elaine Fetyko Page.
• Marcella Lees will contact the Digitization workshop group to set up a meeting to get their workshop on the CARLI calendar for spring 2025.
• Pam Hackbart-Dean will review the call for documentation for the resource page with an eye to giving more instruction on types of processing documentation we’re looking for, with a deadline of December.

Announcements

• Member Announcements:
  • Marcella Lees (Southern Illinois University Edwardsville): Library will be hiring a new archivist.
• CARLI Announcements:
  • Wyn Schell is a new CARLI employee.
  • Upcoming Programs:
    • On June 9-11, 2025 there is a Best Practice Exchange at the University of South Carolina Libraries. Call for proposal is now available.
    • Medical Institutional Repository in Libraries will hold a program on November 21, 2024.
    • 2024 Northeast Institution Repository Day will be held online December 5-6.

Discussion

• The Power of Appraisal: Selecting Archives webinar (Matt, Elaine, Pam)
  • Date and time are set for 1-3pm, January 21, 2025.
  • The 2-hour webinar will discuss the different values assigned to archives to help you better understand the appraisal principles and introduce techniques to identify records necessary for adequate documentation. A case study will be presented on a recent appraisal project, followed by a discussion and questions.
  • Speakers are from outside CARLI:
    • Ruth Bryan (University of Kentucky)
    • Nichole Menchise (Long Island Library Resources Council)
    • Matt Gorzalski will moderate.
  • Format will include breakout groups, so TF members may be needed to help facilitate those groups. Matt, Elaine and Pam will develop questions/guidance for the breakouts.
  • Registration is available, Pam will post to Chicago Area Archives listserv.
• Archives and Special Collections Resources Page
  • Forms received this fall from the last TF call were reviewed by Ashley Howdeshell and added to the site.
  • After some discussion, the TF decided to add a “What are archives?” blind and include a link to the video of the same name to start populating it.
• Processing Workshop
  • Looking at June 2025 for possible date.
  • In person workshop is preferred. Will need to find a location, which will dictate start time and workshop length as well as limitations on size.
  • TF members are asked to consider if they may have a suitable space and/or collection that participants could work with.
• Continuing work of the TF as a committee
  • Members of the TF support requesting that CARLI make this into a standing committee.    
  • Not many opportunities for archivists to get involved with CARLI.
  • Many more topics to cover – oral history, etc.
  • Discussion on agenda for December; draft report should be available for review by the February meeting because the Board needs the report before their meeting March 7, 2025.

Next Meeting Dates and Deadlines

The Archives Task Force will meet next on December 9, 2024 at 10:00 a.m.

Committee Meetings:
November 11, 2024: Minutes taker – Rebecca Fitzsimmons
December 9, 2024: Minutes taker – Matthew Gorzalski
January 13, 2025: Minutes taker – Pam Hackbart-Dean
February 10, 2025: Minutes taker – Ashley Howdeshell
March 10, 2025: Minutes taker – Marcella Lees
April 14, 2025: Minutes taker – Elaine Fetyko Page
May 12, 2025: Minutes taker – Meghan Ryan
June 9, 2025: Minutes taker – To be determined

Deadlines:
May 30, 2025: Task Force Annual Report