IS Archiving Instructions

Chairs of all IS committees, task forces, and other working groups are responsible for creating a record of the work of their group. At year’s end, the chair is responsible for making sure that documents are submitted as described below, for the purpose of creating continuous records for the section, as well as meeting our obligations to ACRL. These records should be kept as follows:

What to submit

1. Rosters


2. Agendas


3. Minutes


4. News Items


5. Publications


6. Project documents


7. Confidential materials should not be submitted to the archive. Minutes of confidential conversations (such as award discussions) should be general instead of specific, e.g. “Nominees were discussed.”

Timeline for submission

1. Agendas for each meeting should be contributed before the meeting happens


2. Minutes should be posted within two weeks of a meeting


3. Before the end of the committee year, chair should generate a roster


4. All archive materials are due no later than 1 August following the committee year.

How to submit your archive

1. All archive materials should be submitted in PDF format


2. Log in to ALA Connect


3. On the left side navigation, choose “My sections”, then “ACRL IS (Instruction Section)”


4. From the center navigation bar, choose “Files” then “Go to the file folders”


5. Choose the appropriate folder for your committee or task force


6. Choose the correct year for your archive
7. Choose the correct folder for your document
   1. Roster Agendas Minutes; or
   
   
   2. News Pubs Projects
   
   
8. Choose “Add a file”


9. Check that the “Destination folder” is correct


10. Choose “Section Archives” as the group heading; Leave the “Public” box BLANK; Set comments to “Open”; Choose Save   

Responsibilities of the secretary and archivist

1. June / July beginning of committee year – Incoming archivist should announce at chair orientation that archives will need to be compiled and explain what should be in them


2. Any time – Secretary should create new folder in archive for any newly created task forces or committees


3. Midwinter and Annual – Secretary should confirm that agendas are posted before the meeting, and minutes after the meeting


4. June / July end of committee year –
   1. Secretary should remind chairs of their responsibility to submit their archives
   
   
   2. Incoming archivist should confirm that all materials are posted to the archive and send reminders as needed to chair
   
   
   3. Archivist should submit PDF copies of minutes to ACRL (as of March 2013 to Megan Griffin at ACRL)
   
   
   4. Archivist should print copies of Rosters, Agendas, and minutes, and mail them to ACRL (also Megan Griffin)
   
   

UpdatedSpring 2013
Developed by Jennifer Knievel (Archivist) and Maura Seale (Secretary)