Preservation Committee Meeting: December 20, 2024

Conference Call / Zoom

Members attending:

• Liz Bloodworth, Illinois Wesleyan University
• Patti Gibbons, University of Chicago
• Stephanie Gowler, Northwestern University
• Heidi Marshall, Columbia College Chicago
• Bonnie Parr, Abraham Lincoln Presidential Library and Museum, co-chair
• Shelby Strommer, University of Illinois Urbana-Champaign, co-chair

Members absent:

• Diane Fagen, Rockford University
• Gabriel Hamer, Newberry Library
• Bradley Wiles, Northern Illinois University

CARLI Staff attending:

• Elizabeth Clarage
• Nicole Swanson

Tasks Assigned

• Minutes taken by Liz Bloodworth.
• CARLI staff will update the Preservation Webliography to fix the identified broken links.
• Elizabeth and Nicole will set up the 2025 Preservation Survey in SurveyMonkey, adding institutions to the dropdown list that fall under larger umbrella institutions to avoid duplicate submissions from the same institution.
• Elizabeth and Nicole will send out a test link for the 2025 Preservation Survey by January 13. Committee members should test out the survey prior to the January 17 meeting.
• Shelby will set up a meeting with Gabrial and her graduate assistant to discuss a possible Preservation Crafts webinar.

Announcements

• Member Announcements: No announcements.
• CARLI Announcements:
  • The CARLI Office will be closed for the holidays from Dec. 24 through Jan. 1.
  • Upcoming workshops:
    • Jan. 31: The Power of Appraisal: Selecting Archives

Discussion

• Monthly Preservation Topics
  • November/December newsletter came out on December 11.
  • Upcoming Articles:
    • January - Heidi will provide a recap of the previous preservation survey.
    • February - Bonnie will cover coordinating outreach events.
    • The October article can be added in at any time.It is OK to have multiple articles in one newsletter.
• Webliography
  • Shelby has updated her portions of the link checking document. There are some links that need to be updated.
• Preservation Survey
  • Review of survey questions.
    • The team added questions about digitization and digital preservation as well as exhibits.  
    • Minor wording changes were made and additional details were added to update the previous survey.
    • Also added questions related to the best formats for professional development opportunities.
    • Question about Question 8: How does this question differ from Question 7?
      • Reduced previous survey questions about time devoted to preservation activities to create Question 8.
    • Only Question 1 is required, the name of the CARLI institution.
    • The last question with contact information allows the committee to follow up if an institution submits more than one survey.
    • Will add individual institutions that fall under the same umbrella institution (i.e., City Colleges).
    • Suggestion to add estimated time to complete the survey to the introduction.
  • Logistics for creating and sharing the survey.
    • Plan is to create the survey form in time for the January meeting.
      • Elizabeth and Nicole will use SurveyMonkey.
      • Link will be sent out to members to test the survey before it goes live. The link will be issued prior to the January meeting with a goal of sending it January 13.
      • Goal to share the survey widely on February 3.
  • Discussion about sharing the survey with CARLI members.
    • The February newsletter comes out February 26, so it would be too late to rely fully on advertising the survey.
    • CARLI staff will send an announcement to directors on Feb. 3 and reminders on Feb. 18 and 25. Reminders will also be sent mid-February to email  announce lists.
    • Suggestion to add a clarifying note reminding members to submit the survey via the provided link.
    • Will remove language from previous email about documents to have on hand to complete the survey.
• Projects and Programming
  • CARLI Annual Meeting Table Talk - A CARLI staff member wrote up notes for the committee that included concerns presented. The notes are now available in Box and linked from the December agenda.
    • There is continued interest in digital preservation. Opportunity to collaborate with Florida consortium the Florida Virtual Campus again.
    • The Archives Task Force will host a program on digitization in May. The program will include demos of different platforms.
• The survey should inform us of professional development needs.
• Upcoming programs:
  • InterPARES Trust at AI Symposium - Contact has been made and time set up for the Public Services Committee’s AI Symposium.
  • Ask a Preservation Expert Part 2 - Scheduling postponed until after the New Year.
  • IFSI Burn Workshop - IFSI provided the week of Memorial Day as a possible date for the workshop. CARLI staff asked if other date options are available and expect to hear back after the New Year.
  • Preservation Crafts Webinar possibility with Gabriel and Shelby’s graduate assistant to coincide with crafts article.
• April Meeting Discussion
  • The current date of April 18 falls on Good Friday. For now, we are sticking with the date but will double check in January to see if the date is a conflict for other members.

Next Meeting Dates and Deadlines

The next Preservation Committee meeting will be January 17, 2024 at 1:00 – 2:00 p.m.

Future Committee Meeting Dates:
January 17, 2025, minutes taker: Diane Fagen
February 21, 2025, minutes taker: Patti Gibbons
March 21, 2025, minutes taker: Stephanie Gowler
April 18, 2025, minutes taker: Gabriel Hamer
May 16, 2025, minutes taker: Heidi Marshall
June 20, 2025, minutes taker: TBD