Archive Committee Procedures & Practices

Preservation for Community Archives

One of the most important functions of the Archives Committee is to establish parameters for the selection of material to be collected. These parameters will guide the CAWS Archive Committee in gathering material of historical significance and will reduce the time and space of preserving random bits and pieces of dubious value.

It is helpful for the Archives Committee to meet on a regular basis, and with the aid of the Archivists (Digital and Analog), become familiar with the Archival holdings.

The Archives Committee ought to maintain records of historical value and facilitate access to the history of C.A. by any C.A. member. Therefore, the Archives Committee initiatives ought to include the following:

A. Elect Archive Committee members to fill positions in the Committee Structure.

B. When necessary, implement industry practiced archival procedures so that the newest or most effective types of archival storage, preservation, cataloging and curating techniques can be utilized.

C. Protect restricted and/or confidential material such as, the full names of CA members, whose identity must be protected from those outside the C.A. fellowship.

D. Ensure that the archival holdings are safely stored, preserved and secured against theft, damage, and environmental or human hazards.

E. It is suggested NOT to lend out CAWS archival material, NOR allow materials to leave the archives, except in a few instances, such as for exhibits or reproduction, or where a case can be made for allowing archival material to be removed from the repository.

It is suggested that a CAWS Archive Committee ought to consider the following objectives:

  • Specialize in acquiring and preserving both analog and digital C.A. historical records.
  • Work with the Area & District Service Committees to collect all approved Minutes and other historically relevant documents.
  • Communicate with other Area & District Standing Committees (Convention, Unity, H&I, Public Information, Structure and Bylaws, IT, Literature, Chips and Format) to collect pertinent analog and digital documents and artifacts created by them—pamphlets, programs, memorabilia and event ephemera, PSAs, posters, speaker recordings, logos, etc.
  • Contact members of the CA fellowship who may have documents, items, artifacts, ephemera and memorabilia they wish to donate/gift to the CAWS Archive for the purpose of creating a meaningful C.A. Archive. All donated/gifted materials ought to become the property of C.A. World Services Inc. (See Sample Deed of Gift – Appendix II)
  • Cooperatively work with the Service Committees and other C.A. AREA OR DISTRICT Archive Committees to coordinate collecting efforts so that a maximum amount of archival material is retained with a minimum of duplication and competition. Should the Archive Committee acquire items related to another Area or District, then, if the opportunity arises and is appropriate, pass such items onto the appropriate C.A. Area/District Archive.
  • Due to physical limitations of repository space, that the: Archive Committee policy for handling DUPLICATE ITEMS (more than 4) in the repository is suggested as follows:”
    • Keep at least 4 duplicates (best condition) for insurance against loss or damage
      • (2) for the Archive
      • (2) For display and curation purposes
    • For excess duplicates, dispersion could include (on case-by-case basis):
      • to be included in an “Area Archive Committee Starter Kit”
      • given to an upcoming World Convention for their auction/fundraising
      • repatriated to respective C.A. Area
    • Repatriation Policy: If and when a C.A. Area Archive Committee should formally request that an object previously donated to or acquired by the World Archive, be repatriated, that the CAWS Archive Committee should consider certain criteria before the CAWS Committee votes on whether or not to repatriate the requested item:
      • The object was created by the C.A. Area requesting it and ought not be associated with another C.A. Area, Regional or World Event.
      • The requesting C.A. Area should have an active Archive Committee and repository where the object will be preserved and protected.
  • Assist any C.A. AREA OR DISTRICT Archive Committee to collect, preserve, catalogue and curate historically valued C.A. minutes, meeting lists, documents, printed materials, items, artifacts, ephemera and memorabilia into various collections:

1. C.A. Area or District General History
2. C.A. Area or District or Regional Convention History
3. C.A. Area or District Committee History i.e. Unity, H&I, Special Events, etc.

RECOMMENDED ENVIRONMENTAL CONDITIONS FOR THE CAWS REPOSITORY

  • The process of protection requires the use of acid-free storage boxes and containers, Mylar sleeves, and buffered tissue paper (Calcium carbonate (chalk), is often added to paper pulp during the paper making process as a buffering agent – or ‘buffer’. This buffering agent raises the pH level of the paper to the alkaline side of the scale.) These materials can be obtained from a host of online archival and stationary companies.
  • A fire-resistant environment with fire extinguishers, smoke and heat detectors and a carbon monoxide alarm. Secure the archives room with a lock.
    An area free from possible flooding or water damage, avoid basements and if possible store the archive at ground level or higher. Keep all archival materials on shelves and off the floor.
  • An area free of insects, rodents, mold, or fungus. Have a specialist inspect the archives and suggest controls that are not harmful to human health or the archive collection.
    An area with consistent temperature of 70 degrees Fahrenheit or 20 degrees Celsius or less is preferable and 30% to 50% humidity is best. Monitor heat and humidity regularly and check materials periodically for any change in their condition. Use a dehumidifier or air conditioner to control the temperature if necessary.
  • Avoid uncontrolled natural or fluorescent light and instead, limit light exposure with the use of heavy curtains, shades, light filters, or incandescent lights.
    An accessible, sheltered receiving area. In poor weather, cover archival materials in waterproof containers or bags while they are being moved. Do not leave archival materials outside or in exposed areas for long periods of time.
  • A separate processing area with sufficient space to arrange and box materials without crowding, close to supplies and stationery but separated from researchers. Set aside an area, even a desk or table to be used strictly for processing.
  • A separate storage area, large enough for materials on hand and for new accessions. Ideally you need enough room to grow at a rate of 10-15 per cent a year for five years. Make sure the floor is strong enough to hold the weight of the entire archive. Divide the research and storage areas with walls, bookcases, or shelving.
  • A separate research area, such as a desk or table, with good lighting and sufficient workspace, close to the archivist but separate from the storage and processing areas.
  • An area for administrative work, including a desk, telephone, computer/s with Internet access.
  • Other space, if needed, such as meeting rooms, a conservation area, exhibit space, a vault for valuable materials, equipment for playing audio files.
  • For earthquake sensitive areas (i.e. California), seismically retrofitting, i.e. earthquake proofing the analog repository is strongly suggested. Strap bookcases and shelves to walls to prevent tipping. Secure cabinets to wall studs; use latches to keep cabinet doors from flying open during an earthquake. Secure small breakable valuables to lower open shelves with lip guards, Velcro adhesives or to locked cabinets. You can also use QuakeHOLD!—Museum putty to keep delicate items in place.
  • Procedures for handling archive materials, include:
    • No smoking, eating or drinking in or around the archive room or archive items.
    • Make sure your hands are clean and dry.
    • Wear appropriate gloves when handling archive materials i.e. latex (ceramics), nitrile (photographs), white cotton (pulp)
    • Do not leave the Archives unattended.
    • Only members of the Archive Committee ought to handle archival items.
    • Unauthorized C.A. members ought not to have unsupervised access to the archives.
    • At the Regional, Area or District Convention, the Archive Breakout Room is to locked when not in use.

ANALOG & DIGITAL REPOSITORY ACCESS POLICY

  • There ought to be no charge for information requests or access.
  • Requests can be made here: https://ca.org/service/world-service-conference/archives/archive-request-form/
  • ACCESS to the the physical, analog repository lis determined by the Archive Committee via the ARCHIVIST and their respective assistants.
  • ACCESS to the digital repository be restricted to the DIGITAL ARCHIVIST, in most cases would search the database on a per request basis to find files that pertain to the request AND make a decision if requested files be sent to the requesting member.
    • Digital Access to the documents ought to be granted on a per request basis to ONLY C.A. Members.
      • If the member’s request requires extensive searching and research, then individual access might be granted on a time-limited basis which would be determined by the Archive Committee on a case-by-case basis.