Archive Team Meeting
December 11, 2019
Herrick Conference Room, 2:30 – 3:30 pm
Policies
o Which ones are we using?
University Archives: generally just a Deed of Gift Policy with overall researcher guidelines published on the website
College Archives: Deed of Gift, Loan of Items, Use of the Archives, Researcher Use/Registration Form
Laura has started reviewing the policies and creating draft revisions; she will finalize her draft of the Researcher Use/Registration Form to share with the Team
We agreed we would like to have joint policies whenever possible
We should think about an umbrella term to refer to both Archives. Laurie suggested the Archives at Alfred University, with each one being listed separately underneath as a header format. We’ll discuss this more as we finalize documents. It will be
One item mentioned in the conversation was the helpfulness to have contact information and open hours posted on the Archives door. Laurie will add that to the University Archives since it’s not currently posted.
o Which ones would we like to create?
Security & Access Policy
Laura provided draft policies and guidelines developed by both ALA and SAA
John will draft a policy for the Team to review
We agreed we want a shared space to house documents. Laura volunteered to create a folder in Office 365
Conversation with Allison Church on potential Arabic collection donation
o Laurie, Brian and Mechele met with Allison to get more information on her collection and possible donation. The initial focus would be a book collection, not manuscripts or artifacts.
Brian will be taking the lead on future conversations and decisions.
Updates on projects, exhibits, etc.
o A quick review of current happenings was given
Paul Vickers Gardner Glass Center
o John and Laurie will be meeting with Mechele and Brian next week to hear about a proposal for the involvement of the College Archives with the material in the Center that was offered by Gabby Gaustad
Next meeting: originally planned for January 8th but will be moved to January 21st (2:30 pm @ Scholes). Laurie will send a revised calendar invite via Outlook.
Items to discuss in the future:
Continue to update policies
Umbrella term for both archives
University’s Records Retention Policy (review the policy to see if have any suggested revisions)
How we want the Archives to be represented when the libraries move to a single website
